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Karnataka Forest Department

K. N. Murthy IFSAPCCF (EWPRT)

Office Management and Procedure Manual

II

III

Preface

Strong grounding in office management and procedure is sin quo non to managingany public office. Recognising this, the state government brought out ‘Handbook of OfficeProcedure’decadeago. Itwas last revised in1976.A lothaschangedsincethen. Informationandcommunicationtechnologybroughtinabigrevolutioninthespeedandtheeasewithwhichcommunications canbemade. Legislations likeRTIAct, SakalaActand soonhavebrought innewandadditional responsibilities.Departmental activitieshaveexpanded in size and scope.Consequently the procedures prescribed in the existing Handbook have become woefullyinadequate.PendingarevisionoftheHandbookatthestatelevel,thismanualhasbeenbroughtoutfortheuseofKarnatakaForestDepartment.

Karnataka ForestManual, Forest Accounts Code and Forest Codewhich are of samevintagearealsoplacedinsimilarsituation.Alotofnewforestryactivitieshavecomeintobeing.However,theproceduresandpracticesadoptedhavenotfoundtheirwayintheserulebooks.Theideaofrevisingandmakingthemcontemporaneoushasbeenunderconsiderationforaverylongtime. Finally the revisionworkwas entrusted to some senior officers in thedepartmentyearsago.TheworkofrevisingtheKarnatakaForestCodewasassignedtoAPCCF(EWPRT).Asthethirdsuccessortothisassignment,Ihavetriedtofastpacethework.Iamhappytostatethatconsiderableprogresshasbeenmade.ItwasplannedtoaddanewchapteronofficemanagementintherevisedForestCode.Asthechapterwasdrafted,itwasfoundtobetoobiganddetailedtoincludeintheForestCode.Henceitwasseparatedoutandbroughtoutasanindependentandstandalonemanual.

This ‘OfficeManagementandProcedureManual’ is a comprehensiveone. It includesmanagement aspects as well as the office procedure which are Forest Department specific.Prescriptions are aimed at ushering in potential developments in the next couple of decadesapartfromovercomingtheshortcomingsinthepresentsystemofofficemanagement.Ifadoptedand implemented sincerely, itwill goa longway in improving theadministrativeefficiencyofKarnataka ForestDepartment. I have gone through quite a fewofficemanuals of other stategovernmentsandthatoftheGovernmentofIndia.Usefulelementshavebeenincorporatedintothismanual. Ihaveconsultedmanydepartmentalofficersandstaffofall cadresand receivedvaluableinputs.Ialsovisitedmanyofficesandpersonallyseenanddiscussedsomeofthebestpracticesinofficemanagement.IgratefullyacknowledgethehelpandsupportIreceivedfromthenumeroussourcesinbringingoutthismanual.Isincerelyhopethatthismanualwillserveasawonderfulbridgefortransitingfromthetraditionaltothemoderntimes.

K. N. Murthy Bengaluru AddlPrincipalChiefConservatorofForests February,2017 Evaluation,WorkingPlans,ResearchandTraining

IV

List of Abbreviations Used

Abbreviation Expandedversion

AAO AssistantAdministrativeOfficer

ACF AssistantConservatorofForests

AO AdministrativeOfficer

APCCF AdditionalPrincipalChiefConservatorofForests

CAO ChiefAdministrativeOfficer

CCF ChiefConservatorofForests

CF ConservatorofForests

DCF DeputyConservatorofForests

DCO DeputyChiefofOffice

DO Demi-Official

DRFO DeputyRangeForestOfficer

EDC Eco-DevelopmentCommittee

FDA FirstDivisionAssistant

FG ForestGuard

FMS FileMonitoringSystem

HO Headoffice

ICT InformationandCommunicationTechnology

IFS IndianForestService

IT InformationTechnology

KSFS KarnatakaStateForestService

LMS LetterMonitoringSystem

LPO LessPaperOffice

PA PersonalAssistant

PCCF PrincipalChiefConservatorofForests

PCCF(HoFF) PrincipalChiefConservatorofForestsandHeadoftheForestForce

PS PersonalSecretary

PUC PaperUnderConsideration

RFO RangeForestOfficer

RTIAct RighttoInformationAct

SDA SecondDivisionAssistant

VFC VillageForestCommittee

V

Index

1. PRELIMINARY 6

2. MEANING AND DEFINITIONS 6

3. CLASSIFICATION OF FOREST OFFICES 9

4. GUIDELINES FOR STAFFING OFFICES 10

5. GENERAL STAFFING NORMS 11

6. FURNISHING OF OFFICES 14

7. SEATING ARRANGEMENTS 14

8. OFFICE WORKING HOURS 14

9. MANAGING ROUTINE OFFICE CHORES 15

10. PERSONNEL MANAGEMENT 17

11. PROCUREMENT AND SUPPLY OF STATIONERY, REGISTERS AND FORMS 20

12. PURCHASING BOOKS, PERIODICALS AND NEWS PAPERS 21

13. PURCHASE AND HANDLING OF STORES 23

14. VISITOR MANAGEMENT AND SERVICE QUALITY 24

15. HANDLING PUBLIC GRIEVANCES 25

16. OFFICIAL MEETINGS 27

17. HANDING OVER CHARGE ON TRANSFER 29

18. MODERNIZATION OF OFFICES 30

19. OTHER OFFICE MANAGEMENT ISSUES 32

20. OBSERVING IMPORTANT OCCASIONS AND DAYS 34

21. ANNUAL REPORT 34

22. TYPES OF OFFICIAL COMMUNICATIONS 35

23. MODES OF COMMUNICATION 36

24. RULES OF CORRESPONDENCE 37

25. EMAILS TO BE THE MOST PREFERRED FORM OF CORRESPONDENCE 38

VI

26. USING WIRELESS SYSTEM FOR OFFICE WORK 39

27. REGISTRATION AND CLEARANCE OF TAPPAL 40

28. RULES FOR DESPATCH OF OUTBOUND MAILS 43

29. SECURITY GRADING OF CORRESPONDENCE 45

30. COMPOSITION OF A FILE 46

31. TYPE OF FILES 48

32. OPENING AND INDEXING OF FILES 50

33. THREE PERSONS RULE FOR FILE PROCESSING 52

34. RULES FOR PREPARING OFFICE NOTE 54

35. ORDER BY THE DECISION TAKING OFFICER ON THE OFFICE NOTE 56

36. GUIDELINES FOR DRAFTING COMMUNICATIONS 57

37. GUIDELINES FOR ISSUING FINAL COMMUNICATION 60

38. TIME LIMIT FOR DISPOSAL OF CORRESPONDENCE 61

39. AIDS TO CHECK DELAYS IN DISPOSAL 62

40. TREATMENT OF CONFIDENTIAL AND SECRET FILES 68

41. MATTERS CONCOMITANT TO HANDLING OF FILES 69

42. MAINTAINING PERMANENT DOSSIERS AND REGISTERS 72

43. OFFICE INSPECTIONS 72

44. IMPORTANCE OF MAINTAINING RECORDS 75

45. OFFICES OF RECORD 75

46. RULES FOR RECORDING OF FILES 75

47. RECORD RETENTION SCHEDULE 78

48. RECORD ROOM MANAGEMENT 80

49. CLASSIFICATION OF OFFICERS AND STAFF 82

50. DUTIES AND RESPONSIBILITIES OF VARIOUS OFFICERS AND STAFF 83

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Notes:

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Karnataka Forest Department

Office Management and Procedure 1. Preliminary

Karnataka Forest Department was traditionally a small department with limited set offunctions.GovernmentofKarnatakabroughtouta‘HandbookofOfficeProcedures’in1959for theuseof all theStateGovernmentDepartments. Itwas last revisedand re-issued inMarch1976.KarnatakaForestDepartmentwasalsofollowingthesameprocedure.However,alothaschangedinthelasttwodecadesintheproceduresbeingfollowedinthegovernmentofficesbecauseofrapidandwidespreaduseofInformationTechnology(IT)andseveralpublicfriendlylegislations.KarnatakaForestDepartmenthasalsoexpendedconsiderablyintermsofnumberofoffices,typesofactivitiesundertakenandalsoinitspublicoutreach.Theexistingprocedurewasfoundtobeinadequateforhandlingthepresentsituation.Hencethismanualhasbeenbroughtout.ItreplacestheexistingHandbookofOfficeProcedurefromthedateitisapprovedbytheStateGovernment.ItisapplicabletoKarnatakaForestDepartmentonly.

2. Meaning and definitions i. Annexure: Itisdocumentcompleteinitselfbutattachedtoanotherdocumentasaproof

ofadditionalinformationrelevanttothesubjectortopic.

ii. Appendix:Itisadocumentcontainingadditionalinformationthatcan’tbeplacedinthemaindocument. It can’t standalone. Ithas tobe read in conjunctionwith themaindocument.

iii. Attendance Monitoring System:Itisacomputerisedsystemofcapturingthedataaboutthearrivalanddepartureofthestaffandofficersondailybasis.

iv. Branch: It is an organisational unit in the office thatmay comprise of two ormoreCentres,cellsorsmallerunitsinHeadOffice.

v. Calendar of returns:Itisastandinglistofreports,statementsorreturnstobepreparedandsubmittedtohigherofficesaccordingtofixedtimescheduleduringthefinancialyear.

vi. Case:Caseconsistsofacurrentfilerelatedtoaclearlyidentifiableandspecificsubjectmattertogetherwithinter-connectedcorrespondence.

vii. Cell or Unit: ItisasmallorganisationalunitinHeadOfficedealingisaspecificmatter.E.g.LandRecordsCell,ForestLeasesCell,PolicyandLegalCell,etc.)

viii. Centre: TheseareorganisationalunitinHeadOfficewhichareslightlybiggerthancells.TheyaresimilartoSectioninlowerofficers.(E.g.LibraryandInformationCentre,ICTCentreetc).

ix. Checklist:Itisastandardorfixedlistofitemswhichneedtobeexaminedandconsideredbeforeareceiptorafileistobeprocessedfurther.

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x. Circle Office:AnofficewhichsupervisesandcontrolstheworkingofafewDivisionaloffices.

xi. Classified tappal:Includessecurityandurgencygradedreceiptsorissues.

xii. Clearance desk:Itisaplaceintheofficewhereallincomingcommunicationsarereceivedfor further distribution and outgoing mails are despatched to addressees. Also calledInward&OutwarddeskinsmallerofficesandReceiptsandIssue(R&I)CellinHeadOffice.

xiii. Communication:Exchangeofinformationinwriting,byspeakingorinelectronicformat.Oralcommunicationshouldbefollowedbyconfirmation.

xiv. Confidential communications/papers/file:Thisisapaperorafilecontainingpersonalinformation which may cause embarrassment if disclosed. E.g. Annual PerformanceReports,AssetsandLiabilitiesStatements,Reportsonmisdemeanoursetc.

xv. Controlling officer: SeeHeadoftheOffice.

xvi. Correspondence portion: It is the right hand side of an open file containing officialcommunicationreceivedorsentinchronologicalorder.

xvii. Correspondence:Itmeansandincludesincomingandoutgoingofficialcommunicationsinsoftorhardcopy.

xviii. Current file: Filecontainingcorrespondenceonwhichactionisstillcontinuing.

xix. Dealing Hand:Anofficial functionary,usuallyaGroupCemployeeorGroupBOfficerentrusted with the initial examination of the communications received, preparingbackgroundnotesandsubmittingittohigherauthoritiesfordecisionmaking.AlsocalledasCaseWorker.

xx. Decision Taking Officer:Anofficerwhofinallydecidesthefateofasubjectmatterbrought beforehim/her.

xxi. Deputy Chief of Office: AnExecutiveOfficer in the rankofConservatorof ForestsorabovepostedtoassisttheHeadoftheOffice.

xxii. Desk officer: An officer incharge of a functional desk who is empowered to actindependentlytotheextentdefined.

xxiii. Desk:Aworkunitwithawellidentifiedtaskorgroupoftasks.

xxiv. Diarising: Listingreceiptsorissues,repliesoractiondue,scheduleofreturns,officers’engagements,publicappointments,meetingsetc.,bydate.

xxv. Disposal: Itisthefullandfinalsettlementofasubjectmatter.

xxvi. Divisional office:AdistrictlevelforestofficeheadedbyanofficeroftherankofDeputyConservatororaboveandhavingadefinedterritorialjurisdiction.

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xxvii. Docketing:Makingentriesinthenotesportionofafileabouttheserialnumberassignedtoeachitemofcorrespondence(whetherreceiptorissue)foritsidentification.

xxviii. Draft:Aroughcopyofresponsetoanofficialcommunicationreceived.

xxix. e-File:Afilewhichisinelectronicformintotality.

xxx. e-Office:Asystemofworkingintheofficeelectronicallywithoutthesupportofanypapers.

xxxi. Executive officers:GroupAandBOfficersvestedwithpowerandauthorityby lawtodischargetheirresponsibilities.

xxxii. Executive staff: GroupCemployeesvestedwithpowerandauthoritybylawtodischargetheirdutiesandresponsibilities.AlsocalledasTechnicalStafforFrontlinestaff.(Example:DeputyRangeForestOfficers,ForestGuardsetc).

xxxiii. File Index: Amethodofnumberingthefiletoindicatetheofficeoforigin,subjectmatterandcasenumbertofacilitateitseasystorageandretrieval.

xxxiv. File monitoring system: It is customised computer application software for creating,monitoringandtrackingthemovementoffiles.

xxxv. File noting:Itisaprécisofthesubjectmatterunderconsiderationinafilefordeterminingthecourseofaction.

xxxvi. File:Itisacollectionofpapersonaparticularsubjectmatterplacedinafilecoverandgivenafunctionalindexnumber.

xxxvii. Filing:Placingthecommunicationsinchronologicalorderinafilesothattherequiredpaperscanbelocatedquickly.

xxxviii. Final disposal:Completionofactiononareceiptincludingissuingfinalorderorreply.

xxxix. Flagging: It is a process of attaching coloured and labelled paper flags to the papersplacedinafileforthequickreference.

xl. Functional Desk:AnofficerorientedworkunitinHOwhichisassignedwelldefinedfunctions.

xli. Head of the Office: Highest ranking executive officer heading an office including aconstituentofficeintheHeadOfficeinwhosenameofficialbusinessistransacted.

xlii. Issue: Awrittencommunicationsentoutfromanoffice.

xliii. Letter Monitoring System:Itiscomputerapplicationsoftwarefortrackingthemovementoftappaltillitreachesthedesignatedfile.

xliv. Ministerial Head:Amemberofthehighestministerialcadreworkinginanoffice.Dependingupontheoffice,itmaybeGroupCemployeeorGroupBorANon-executiveOfficer.

xlv. Ministerial staff:GroupCemployeesappointedfordoingofficework.

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xlvi. Notes portion of file:Itisthelefthandsideoftheopenfileonwhichinternalnotesoftheofficeisrecorded.

xlvii. Office Manager:SeeMinisterialHead.

xlviii. Paper under consideration (PUC):Itisadocumentorpaperwhichisasubjectmatteroffile/caseonwhichadecisionisdue.

xlix. Personnel staff: PersonnelSecretary,PersonnelAssistant,Stenographer,Driver,GroupDemployeeetc.,whoassisttheofficerdirectlyandpersonallyintheofficework.

l. Receipts: Communicationofallformsreceivedinanoffice.

li. Recording:Itisaprocessofclosingafileafteractiononalltherelevantissueshavebeencompletedandfileissettobeadepositedinrecordroom.

lii. Referencing: Citingofrelevantissues(letters),documents,rules,regulations,precedentsetc.,whichhaveabearingon thecase in thenoteandmarking themusingcolouredpaperflags.

liii. Reminder Diary: A personal register where staff or officers register their date wisescheduleofofficialwork,files,papersetc.,whichareduetobeattended.

liv. Secret:Informationunauthoriseddisclosureofwhichwouldcauseseriousinjuryorloss tothedepartment,governmentorpublicinterest.E.g.Upsetprice,financialquotesof tenders,examinationrelatedpapers,registerofhabitualforestoffendersetc.

lv. Section Officer:Anofficerwhoisinchargeofasectionintheoffice.

lvi. Section:Itisabasicorganisationalunitintheofficewithawell-definedareaofwork.It mayhaveoneormorestaffmembers,eachhandlingoneormoresubjects.Sectionsare commoninDivisional,ZonalandCircleoffices.

lvii. Security grading:Classifyingofficialdocumentsas‘confidential’or‘secrete’depending uponthenatureofthecontent.

lviii. Support Staff or Sub-Staff: GroupDemployeesintheofficeorinthefield.Theyarealso calledassub-Staff.

lix. Tappal: Allincomingandoutgoingpaperbasedcommunicationsinoffice.

lx. Technical Advisor:AforestofficeroftherankofACF/DCFwhoassiststheHeadofanoffice.

lxi. Trilateral Index:Anabbreviatedindexmarkedonthefiletoindicatethedeskoforigin,subjectmatterdealtwithandfilenumber.

lxii. Unit Head:AnAssistantAdministrativeOfficerinchargeofaCentre,CellorUnitintheHeadOffice.

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lxiii. Wing: AunitintheHeadOfficethatcomprisesofanumberofDivisions,eachheadedbyaDivisionalOfficer.

lxiv. Zonal Office: SpecialdutyofficesofResearch,PlanningandSurvey,Vigilanceetc.,locatedoutsidetheHeadOffice,andcateringtotheneedsofonemoredistricts.ZonalofficesareheadedbyofficersoftherankofConservatorofForestsorChiefConservatorofForests.

Office Management

3. Classification of forest officesKarnatakaForestDepartmenthas the followingcategoriesofofficeswhicharedistributedthroughoutthestate:

i. ForestCheckPost,

ii. SectionForestOffice,

iii. RangeForestOffice,

iv. Sub-divisionalOffice,

v.DivisionalOffice,

vi. CircleOffice,

vii. ZonalOffice,

viii. TrainingInstitutes,and

ix.HeadOffice.Location, infrastructure,businesstransactedetc.,ateachofficearegiven intheKarnatakaForestCode.

4. Guidelines for staffing officesFollowing guidelines determine the staffing norms of various offices of Karnataka ForestDepartment:

A. KarnatakaForestDepartmentisatechnicaldepartment.RangeandSub-DivisionalForestOfficeswherethework ismoretechnical innatureshallbestaffedbyexecutivestaff.Divisionalandhigherofficescanhaveamixtureoftechnicalandministerialstaff/Officers.Officeworkshouldbesharedbyboth.Traditionalofficeworkslikeestablishment,budget,accounts,audit,receiptsandissues,recordroometc.,shouldbeentrustedtoministerialstaff. Office work related to forest survey, land records, forest protection, planning,management,plantations, research,evaluationandother technicalaspects shouldbeentrustedtotheexecutivestaff.

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B. Span of supervision for any Head of the Office should not generally exceed threehierarchical levels. Beyond this, supervision becomes ineffective and the speed ofdisposal slowsdown.Anyfileor subjectmatter shouldbehandledbyamaximumofthreepersonsnamelytheDealingHand,his/herimmediateSupervisor/MinisterialHeadoftheOfficeandtheTechnicalAdvisor(TA)ortheDeputyChiefofOffice(DCO)beforeitreachesDecisionTakingOfficer.Itcanevenbeevenlessinloweroffices.Iftherearemorelevelsinanyoffice,powerandauthorityvestedintheHeadoftheOfficeshallbedecentralisedtoconformtothethreepersonnorm.

C. Information technology should be leveraged as much as possible. It can be used toautomate routine as well as complex tasks. Drawing and disbursement of salary,paymentsofbills,maintenanceofaccounts,maintenanceof recordsetc., arealreadycomputerised. More activities can be automated in the years to come. Quite a fewtechnologymediatedactivities shouldbecentralisedat theappropriate level.HumanresourcerequirementsshouldbefurthereconomisedbymakingtheDivisionalOfficersasthelowestleveldrawinganddisbursingOfficers.IntheHeadOfficesalaryandestablish,BudgetandAccounts,storesetc.,shouldbecentralised.

D. Asarule,fieldofficesandlowerlevelofficesmustbestaffedbyrelativelyjunior,activeandyoungerstaff/officers.Higherlevelofficesmusthaveseniorandmoreexperiencedstaffandofficers.StaffandofficerspostedforofficeworkinZonalandCircleofficesmusthaveatleast7-8yearofexperience.ThosepostedtoHeadOfficemusthaveatleast15-20yearsofexperience.Executivestaff/officerscanbepostedonofficedutyforonlyonetermintheircareer.

E. Officersandallofficestaffareexpectedtobecomputerliterate.Eachstaffmemberintheofficeincludingtheexecutivestaffshallbeprovidedwithacomputer.Theyshouldattendtotheofficeworkbythemselves.Assistanceofcomputeroperatorsshallnotbeprovidedunlessbigdataentryorprogrammingisinvolved.TypistsifanyshouldbeusedasSecondDivisionsAssistants.Seniorofficershowever,willbeassistedbytheirpersonalstaff.

F. Actualnumberofofficestafftobepostedtoeachofficeisdependentonthevolumeofwork.Humanresourcerequirementforeachofficeistobeestimatedbyapplyinganormof1600workinghoursinafinancialyearforeachpost/desk.Workloadineachofficeshouldbeassessedoncein5yearsbasedon‘organisationandmethods’studyandtheofficestaffstrengthsuitablyadjustedfirstbyredeploymentandifnecessarybycreatingadditionalpostsasmayberequired.

5. General staffing normsSubjecttotheaboveprinciplesfollowingstaffmaybeprovidedtodifferentoffices:

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A. Forest check post: Forest check posts have been established on high ways and onimportanttransitpointstocheckthemovementofforestproduce.Itconsistsofanofficecabinwhich ismanned 24x7 by uniformed subordinate staff. Forest Guardsman theoutpostsunderthesupervisionofDRFO.Eachstaffmember isexpectedtoworkonashiftdutyof8hours.Noofficestaffisprovided.Uniformedsubordinatesthemselveswillattendtothepaperworkifany.

B. Section forest office:Thisisasub-officewhichfunctionsatthesectionheadquartersinWildlifeandTerritorialRanges.Noseparateofficestaffistobeprovided.DRFOhimselfwillhandletheofficialcorrespondencewhenfreefromfiledwork.Therearenofixedofficehours.Publicvisitsarebyappointment.AlocalForestWatchermayassistDRFOinmanagingthepaperwork.

C. Range Forest Office:This isthefirst levelpublicoffice. It isheadedbyaRangeForestOfficer(RFO).Thefollowingstaffmembersassisthim/herintheofficework:

i. OneForestGuard(FG)forofficework.

ii. OneDeputyRangeForestOfficer(DRFO)asHeadQuartersAssistant,

iii. OneDriver,

iv. OneWirelessOperator,

v. OneGroupDemployee,and

vi. OneNightWatchman.

HeadQuartersAssistantisonlyforWildlifeandTerritorialRanges.Wirelessoperatoristobeprovidedfordaytimeifitisbeingoperatedonfulltimebasis(24x7).Nightoperationsshallbemanagedbythewatchman.FGandDRFOonofficeshouldhavegoodcomputerknowledge.ThelastfourpostscanbedrawnfromtheForestWatcher’scadreiftherearenosanctionedposts.Asfaraspossible,trainedpermanentemployeesofthedepartmentshallbeemployedattheRangeForestOffice.

D. Sub-Divisional Forest office: ItisheadedbyAssistantConservatorofForests(ACF).OneSectionOfficer (Office Superintendent), oneDRFO, one ForestGuard, one driver andoneGroupDemployeeassisttheACFinofficework.ThelasttwopostscanbefilledbytrainedForestWatchers.

E. Divisional Forest Office: ItisheadedbyaDivisionalForestOfficerintherankofDeputyConservator of Forest (DCF). He/she is assisted by one Technical Advisor in the rankofACF.Officestaffshouldgenerally includeoneGazetted (Office)Manager,2SectionOfficers(intherankofOfficeSuperintendent),1Draughtsman/Surveyor,4FirstDivision

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Assistants(FDAs),4SecondDivisionAssistants(SDAs),4GroupDemployees,2Drivers,1WirelessOperator(ifnecessary),1Stenographerand1NightWatchman.EachDivisionisexpectedtohaveabout75,000haofforestarea.StaffstrengthmaybereducediftheDivisionhaslessthan50,000haofforestarea.

F. Circle Forest Office: ThisofficeisheadedbyaChiefConservatorofForests(CCF).He/sheisassistedbyoneTechnicalAdvisorintherankofDCF.ThereshouldbeatleastoneAdministrativeOfficer(AO),twoGazettedManagers,3-4SectionOfficers,6-8FDAs,one/twoRFOs,onePersonalAssistant,3Drivers,fourtofiveGroupDemployeesandaNightWatchman.Thenumbermaybe increased in theCirclesoperating inWesternGhats.Depending upon theneed, additional officers/staff for land acquisition, rehabilitationetc.,mayalsobepositionedinCircleOffices.

G. Zonal Office: Theseareofficesmeantforspecialpurposeslikeresearch,workingplan,vigilanceetc.ZonalofficesareheadedbyConservatorofForests(CF).He/sheisassistedbyaTechnicalAdvisorinthegradeofACF/DCF.TheofficeestablishmentmayconsistofOneAssistantAdministrativeOfficer(AAO),oneGazettedManager,2SectionOfficers,1-2RFOs,3to4FDAs,2-3Drivers,3-4GroupDemployeesandaNightWatchman.Muchof thework in the ZonalOffices is technical in nature and shouldbehandledby theDRFO/RFOs. Theirnumbermaybedeterminedbasedon thequantumofwork load.Executivestafflocatedintheheadquarterscanbeusedforbothofficeworkaswellasfieldwork.ResearchwingshouldhaveatleastoneRangeForestOfficeforeachdistrict.

H. Training Institutions:TrainingInstitutionsarelocatedindifferentpartsofthestate.AlltheunitsfunctionundertheoverallsupervisionoftheKarnatakaForestAcademy(KSFA)headedbyaDirectoroftherankofCCF.IndividualInstitutesareheadedbyDCF/ACFrankofficers.IfheadedbyIndianForestService(IFS)officer,headofthetraininginstitutewillbecalledasDeputyDirectorandifheadedbyaKarnatakaStateForestService(KSFS)officer,he/shewillbecalledasPrincipal.IFSOfficersworkingasfacultyinKSFAwillbecalledasJointDirectors.Eachfacultymembershouldteachatleast3-4subjects.Totalteachinginayearshouldnotbelessthan300hours.Tourshouldnotbelessthan100daysinayear.40-60traineesconstituteonebatch.Basedonthiscriteriaandtheaverageannualnumberoftraineesateachtrainingcentre,thefacultystrengthwillbedetermined.Ofthetotalfacultyrequired,atleast60%shouldbepermanentteachingfacultydrawnfromthedepartmentorondeputationfromotherdepartments.EachtraininginstituteshouldhavesufficientnumberofFacultyMembersofappropriatecadre.OneortwoRFOswillmanageandmaintain the infrastructure and the study tours/field trips. Support staffincludesrequirednumberofPhysicalEducationInstructors/Coaches(oneforonebatchof induction trainees), one Librarian, one IT Manager, one Gazetted Manager, two

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SectionOfficers,3-4FDAs,sufficientnumberofDrivers,GroupDemployeesetc.,foreachtrainingcentre.Thenumberofeachcadreshallbedeterminedbytheannualaveragenumberoftrainingsconducted,availableinfrastructureetc.CollectivelyallthetraininginstitutionsshouldmeetthetrainingneedsofthedepartmentaspertheStateTrainingPolicyreadwiththeCentralguidelinesontechnicaltrainingofstaffandofficers.

I. Head Office: HeadOffice(HO)ismatrixorganisationhavingverticalaswellashorizontalconnectivity.Itsstructure,staffingandfunctioningshallbeasfollows:

i. HO is led by Principal Chief Conservator of Forests and theHead of Forest Force(PCCF&HoFF).Thereareseveralconstituentoffices inHOwhicharenotunequalinsizeandtheirrole.AconstituentofficemaybecalledasaWing,CentreorCell.Offices controlling Divisional, Zonal and Circle Forest Offices are called asWings.EachWingisheadedbyaPCCF.Withintheoffice,eachWingmayhavetwoormoreBranches, each one handling a definite task. EachBranchmayhave one ormoresections.Officesdoingalargevolumeofsomewhatautonomouswork(e.g.Training,recruitment,infrastructuredevelopment,evaluation,ICTapplications,publicityandextension)arecalledcentres.TheyareheadedbyofficersoftherankofAdditionalPrincipalChiefConservatorofForests(APCCF).OfficeswhicharerelativelysmallbutdoinghighlyspecialisedworkarecalledCells(e.g.forestleases,industriallicensing,Sakala,RTI,LegalAdvice,procurements,protocol).TheyareheadedbyofficersoftherankofCCF.HeadsofconstituentofficesworkaccordingtothepowersdelegatedtothemandreporttothePCCF(HoFF).

ii. HOshallworkonDeskOfficerSystemtoensureefficientfunctioning.Adistinctitemofwork shallbeentrusted toa functionaldeskheadedbyDeskOfficer.GroupsBMinisterialOfficersintherankofGazettedManagersareexpectedtoworkasDeskOfficers.TwoormorefunctionaldesksconstituteaUnitOffice.EachUnitOfficeisheaded by an Assistant Administrative Officer (AAO). Each Centre or Branch willbeheadedbyanAdministrativeOfficer.EachWingwillbesupervisedbyoneChiefAdministrative Officer (CAO). The CAO in turn will work under the guidance ofaDeputyChiefofOfficewhomaybeaCF/CCF.Officersof appropriate rank fromotherdepartmentsmaybedrawnondeputation/outsourcingbasisanddraftedforspecialised tasks likepublic relation,budget&accounts, legal advice, informationtechnologyetc.

iii. Nature andmagnitudeof transactions varywidely across theUnitOffices.Hencetherequirednumberofstaffandofficerscan’tbefixedwithcertainty.OverallthereshouldbesufficientnumbersofDeskOfficers,AAOs,AOsandCAOstohandletheofficeworkanddisposethemwithintheprescribedtimelimit.Wheretechnicalwork

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isinvolvedRFOs,ACFsorspecialiststaff/officerscansubstituteequivalentministerialcadres.Forallpracticalpurposes,HOwillactasoneoffice.ThereshallbenotransferswithinHObutonlyredistribution.Singlefilesystemofworkingwillbefollowedwhiledealingwithany issue/subject.Headof theBudget&AccountsOfficewill be theDrawingandDisbursingOfficeronbehalfofalltheconstituentoffices.

J. Scale of Personal Staff to Officers: Seniorofficershavetobalancetheirtimebetweentours and inspections, routine office management, monitoring the work of theirsubordinates closely, meeting public, attending to numerous meetings convened atseveral levels inthegovernmentand.Tofacilitatethis,theofficerswillbeentitledforPersonalStaffonthefollowingscale:

Sl no Rank of the Officer Personal staff entitlement1 PCCF OneGazettedPSandonePS,oneJamedar,oneAttenderandoneDriver2 APCCF OneGazettedPS,OneJamedar,oneAttenderandoneDriver3 CCF PS,oneAttenderandoneDriver4 CF PA,oneAttenderandoneDriver5 DCF Stenographer,onepeonandoneDriver

K. ScaleofGroupDemployeesshallbe1personfor7officestaff.Thisisinadditiontothepersonal staffof officers.All offices shouldbe given security byNightWatchmen.AllcadresofstaffandofficersincludingGroupDshallbetrainedappropriatelyanddeployed.

6. Furnishing of officesEvery ministerial staff member shall be provided with an office table big enough toaccommodateadesktopcomputerandalsoprovidespaceforhandlingthefiles;comfortablechairandsufficientshelfspacewithlockandkeyforstoringthefilesandrecords.MinisterialHeads,GroupBandAofficers(onofficeduty)areentitledforacabin,anexecutiveofficetableandchairforownuseandafewvisitorschairs.Everystaffmember(exceptGroupD)shallbeprovidedwithacomputerconnectedtoacommonprinter.Officerswillbeprovidedwithlaptopsandminiprinters.AllcomputersshouldbeconnectedtoLocalAreaNetwork.Thereshallbeonephotocopierforeachoffice.AllRangeOfficesandaboveshouldbeconnectedbya landlinephone.Divisionalofficesandabovemusthave intercomconnectingallofficefunctionaries.Ifthereisonlyonelandlinetelephone,itmustbelocatedattheHelpDeskandconnectedtotheintercom.Inhigheroffices,additionaldirectlinesifpermittedbythestategovernmentmaybeprovidedtotheofficers’chambersthroughthePS/PA.Officerswillalsobeprovidedwithdepartmentalmobilephonesaspergovernmentnorms.CCFsandaboveareentitledtohaveafurnishedloungeforreceivingimportantvisitors.TheyarealsoentitledforaTVsetandACunitfortheirchambers.Meetingorconferencehallsshallbefurnishedwith comfortable tables, chairs, overhead projectors, audio visual system, a service room

Notes:

11

forhandlingrefreshmentsetc.SmallGeneratorsmaybeinstalledtoprovidestandbypowersupplytocomputers,essentiallighting,wireless,liftsandothervitalequipment.ThelistoffurnitureandfixturesmustbeenteredinapermanentFurnitureandFixturesRegister.Formatoftheregistershallbeasunder:

Furniture and Fixtures Register

Officeof---------------------Name of the office building

Room/ Location

List of fixtures

Date of purchase Cost Present

conditionList of

FurnitureDate of

purchase Cost Present Condition Remarks

7. Seating arrangements As faraspossibleOfficeManagerandstaffshouldbeseated inacommonhallwithclearvisibilityacrossthehall.Executivestaffmaybeseatedinseparateroomsingroupsorteams.Officers should be given independent chambers with attached toilets. Cabin for the PS/PA,visitorswaitingloungeetc.,shouldbelocatedclosetotheofficer’schamber.Toiletsformenandwomenshouldbeseparateand locatedoutsidethebuildingortowardsthewellventilatedendoftheofficebuilding.

8. Office working hoursLikeotherstategovernmentoffices,allforestofficesshallworkfrom10AMtill5.30PMwith45minutelunchbreakfrom1.30to2.15PMonworkingdays.Ifandwhenthestategovernmentchangestheofficetimings,workinghoursshallbechangedaccordingly.AllCheckinggates,TerritorialandWildlifeRangeandDivisionalOffices,ForestMobileSquads,VigilanceOfficesandtheControlRoomatHeadOfficemustremainopen24X7.ArrangementsforworkingonholidaysshallbemadebytherespectiveHeadsofOffices.StaffandofficerswantingtoworkonholidaysorstartearlyandworktilllateintheeveningscandosobykeepingtheOfficeManagerandthesecurity/watchmaninformedinadvance.HeadsoftheOfficesmayrequirethepresenceofsubordinatesbeforeorbeyondthenormalofficehoursandonholidaysalsoifthereisanyexigency.Ifcalled,subordinatesmustattendtodutiesanytime.Forworkingonholidays,officestaffwillbeentitledforcompensatoryholidays.Thoseonprotectiondutywillnotgetcompensatoryholidaysbutareentitledforallowancesattheratesapprovedbythestategovernment.

Notes:

12

9. Managing routine office choresDaytodayofficemanagementinvolvesanumberofroutinechoresasbelow:

A. Security of the office premises: It shall be ensured by adopting the following steps:

i. The Estate Officer is responsible for making necessary security arrangements.GenerallyGroupDemployeesshallbegiven theresponsibilityofwatchandwardoftheofficepremises.Asuitablewatchman’squartersshouldbebuiltatavantagelocationwithin the office premises for stay with his family. He is responsible forwatchingthepremises24x7.HeadoftheOfficemusttakesufficientprecautionstoprovidesafeandsecurestorageofweapons,SandalWood,computers,andothervaluables.Additionalsecuritymustbeprovidedwhenoffendersarelodgedinlockup.

ii. In respect of groupoffices locatedwithin the samepremises or inside a buildingcomplex, watch and ward responsibility shall be outsourced to a competentSecurityAgencyaspertheprocedurelaiddowninKarnatakaTransparencyinPublicProcurementAct,1999andRules,2000.Thenumberandtypeofpersonnelmaybedeterminedbasedonthevaluablestobeguarded.Aseparatesecurityoutpostshallbebuiltinasuitablelocationandgivenfortheiruse.Theyshallprovidedayandnightsecuritytotheentirecampusincludingoffices.

iii. OfficekeyswillbedepositedovernightwiththeOfficeManagerorwitharesponsibleofficefunctionarynominatedbytheHeadoftheOfficeafterthecloseofthedayandpickedupthenextday.Watchman/SecurityStaffshouldopentheofficeby8AM,standguardandgettheofficeinteriorscleanedandkeepitreadyforuseby9.30AM.Aftercleaningtheoffices,surroundingofthepremisesshouldbecleanedandkeptfreefromweeds,garbageetc.

iv. Intheevening,Watchman/SecurityStaffshouldtakechargeoftheofficeby6PM.Afteralltheofficers/stafflefttheoffice,hewillswitchoffall lights,fans,electricaland electronic appliances except surveillance cameras; close running taps, doorsandwindowsandlockeachroomandalsothemaingatetotheoffice.Keyswillbedepositedatthedesignatedplace.Watchman/SecurityStaffshouldensurethatnooneentersthepremisesaftertheofficeisclosedforthenight.

v. Watchman/Security Agency should make every effort to prevent any untowardincidents.Suspiciousmovementofpersonsoroccurrenceofstrangeeventsshouldbe reported to the OfficeManager/Head of the Officewithout any loss of time.Furtheractionasdeemedfitwillbe takenasper their instructions. Serious casesshouldbegiventopoliceforinvestigationandprosecution.

Notes:

13

vi. HeadsofOfficesshouldperiodicallyreviewthesecurityarrangementfromtimetotime.Theymustinvariablyinspectofficepremisesatthetimeofofficeinspectionandensurethatthearrangementforthesafetyandsecurityofofficepremisesareadequate.

vii. More elaborate security arrangements shall be done in Sandal Kotis and timberdepotsasprescribedintheKarnatakaForestCode.

B. Cleaning and hygiene: Arrangementsshallbemadeonoutsourcingbasis forcleaninginside the office building, mopping the floor, cleaning toilets, disposing garbageappropriatelyandkeepingthesurroundingscleanandhygienic.Sweepersandcleanersare allowed to enter the officers’ rooms in the presence ofWatchman/Security Staffonly.Openspacearoundtheofficebuildingshallbeclearedofweedsanddebrisasandwhennecessary.Burningdebrisclosetotheofficebuilding isprohibited.Headof theofficeshallmakenecessaryarrangement forclearing theseizures likewood,vehicles,mineralore,sand,brokenfurniture,discardedequipmentetc.,fromtimetotime,getthepremisescleanedandkeepittidyandclean.Noroomintheofficeoranypartoftheofficepremisesshallbeusedaspermanentjunkyard.TidinessandcleanlinessoftheofficeistobeensuredbyRFOsandACFintheirrespectiveoffices.MinisterialHeadofofficewilltakecareof it inDivisional/Zonal/Circleoffices. If thepremisesarecommon, jurisdictionalTerritorialRFOwilltakecareofsecurity,cleanliness,lighting,watersupply,maintenanceofofficebuildings,roads,municipal taxesetc.EstateOfficerwilldoso inHeadOffice.Personalstaff(GroupD)willberesponsibleforkeepingtheofficers’chamberscleanandneatatalltimes.

C. Pest control: Officesareproneforpestslikerodents,cockroaches,silverfish,mosquitoesetc.Feralpigs,dogs,cattleetc.,arenotuncommonontheopenpremises.Honeybeesand pigeons can be problematic in multi-storied buildings. Rodents cause seriousdamagetoequipmentandrecordsbesidesattractingsnakes.Repairs/replacementcanbeexpensive.Insectpestscandamagevaluablebooks/recordsandevenbehazardoustohumanbeings.Thefollowingstepsshallbetakentocontrolthepests:

ii. Ifrodentsarenoticed,trapsshouldbelaid;theyshouldbecaughtanddestroyed.TheunderlyingcausesforattractingtherodentssuchasfoodleftoverbeingdumpedinwastebinsshouldbecheckedandpreventivestepstakenbyOfficeManagers.

iii. Officesshouldnotbedecoratedwithtoomanypotplantsandwateredprofusely.Ornamentalplantsshouldbeplantedonthegroundawayfromtheofficewallsandwateredinmoderation.Theyshouldnotblockthelightingorventilation.

iv. Water stagnation shall not be allowed anywhere in the premises. Storage watertanksshallbeproperlycoveredandprotected.Theyshouldbecleanedonceinsix

Notes:

14

months.Drainagelinesshouldbekeptfullyclosed.Thereshallbenoopensewersinthepremises.

v. Librariesandrecordroomsmustbefumigatedonceinayearwithoutfail.Fumigationmay last 2-3 days. During this time the roomswill be kept closed and thereforeinaccessible.

vi. Honeycombsonthebuildingsshouldberemovedastheyarenoticedonholidays.

vii. Pigeons should not be allowed to roost or breed inside the building. Their entrypointsshouldbeidentifiedandclosedproperlywithsuitablenet.

viii. Officepremisesshouldbekeptfreeofweedsandjunkatalltimes.

D. Fire control:Everyofficemustbeprotectedadequatelyfromfire.Crisscrossingelectricaland telephone cables, conduits and live open ends are hazardous and must not beallowed.Electricalcablesinsidetherecordroommustbedrawnproperlyusingrodentproofconduitsandfrequentlychecked.Inflammablematerials,petroleumproductsetc.,shouldnotbestoredintheofficebuilding.Ifnecessarytheyshouldbestoredawayfromthemainbuildinginasafeplace.Lightingofnakedfireforsealinganyparcelsshallbedoneinthecorridororoutsidethebuildingundersupervision.Fireplacesforthepreparationofpasteorglueshallnotbeallowedinornearthebuilding. Wastepapersshouldberecyclesandnotallowedtobeburntroutinely.Nooneshouldbeallowedtolightfireforcooking,teamakingetc.,inthenightinsidetheoffice.Allofficesmustbefittedwithwallmountedportablefireextinguishers.Cartridgesshouldberenewedannually.Sandbuckets alsomust be kept in readiness.Multi-storied buildingsmust have fire safetyprotocolsinplaceasperthenormsofFireDepartment.Firedrillsmustbeconductedforstaffworkinginmulti-storeyedbuildingsonceinayear.EstateOfficershouldensurethatlightingconductorontheroof top isworking,portablefireextinguishersare installedatallthevantagepointsandfireescapestairwaysareeasilyapproachableandusableduringemergencies.

E. Preventing theft:Everystaffmemberisresponsiblefortheprotectionoffiles,registers,books,stores,equipment,tools,stocks,importantfiles,anddocumentsetc.,giventohisorhercustody.Theymustbekeptunderlockandkeyovernight.Adequateprecautionsmustbetakenagainsttheftofvaluablesbyeachstaffmember.Sweepersandcleanersare allowed to enter the office rooms where valuables are stored only under thesupervisionofofficestaffconcerned.Foranyloss,thestaffmembersconcernedwillbeheldresponsible.Responsibilityforpreventingtheftofcomputers,printers,equipment,valuablelikesandal,importantfiles,stationeryetc.,aftertheworkinghourshoweverliessquarelywiththesecuritystaff.

Notes:

15

F. Weed control:Opensspacearoundtheofficesshouldbekeptclearofweeds.Weedingshould be done by theWatchman as often as necessary to improve the visibility ofseizuresstackedaroundtheofficeandtoreducethepollenloadintheairandresultingallergiesetc.IfthereisnoWatchman,itshouldbegotdonebyemployinghiredlabour.

G. Disposal of seizures: Anyseizure stocked in theopenspacearound theofficeshouldbedisposedof asquickly aspossible toavoid scenesofdilapidation. Seizedvehicles,materialscaughtinlegalwranglesetc.,shouldbemovedtoclosedshed,labelledproperlyandpreserved.

10. Personnel managementPersonnelmanagementisanimportantfunction.Itshallbedoneusingthefollowingmethods:

A. Regulating attendance

i. RangeandSub-DivisionalofficesshallmaintainanAttendanceRegister(instandardformat)inwhichofficestaffandofficerswillmarktheirattendancedailyandenterthetimealso.TheregisterwillbewiththeHeadoftheOfficeandhe/shewillwatchthetimelyattendanceofstaff.

ii. Divisionalandallhigherofficesmusthavebiometricattendancemonitoringsysteminplace.Itmustbeconnectedtotheintranetportalofthedepartmentalwebsitesothatattendancecanbemonitoredbytheofficersonthenetworkfromanywhereandatanytime.Allpermanentemployees(fromGroupDtoHeadoftheOffice)shouldmarkattendanceonthesystemdailyonalltheworkingdays.15minutegracetimeisallowedintownsand30minutesincities.Thesystemshouldbeusedtoensurepunctuality in attending to office. Biometric entries are the basis formaintainingleaveaccountanddrawingsalary.

iii. InRangeandSub-DivisionalOffices,officersmustmonitorstaffattendancebyanyappropriatemeans.Inotheroffices,MinisterialHeadisresponsibleformonitoringofattendance.Ifanysubordinateisdelayedbymorethanthegraceperiodallowedonthreeoccasionsinamonth,orifthedelayisupto3hoursonasingleday,halfdaycasualleaveandifitexceeds3hoursonasingledayfulldaycasualleaveshallbededucted.Ifcasualleaveisnotincredit,earnedleavemaybededucted.Ifthatisnotavailablesalaryshallbededucted.

iv. Employeesworkingintheofficearenotexpectedtoleavetheofficeduringworkinghours.Iftheyhavetogooutonofficeworkorforpersonalreasons,priorpermissionmustbeobtainedfromtheControllingOfficerortheMinisterialHead.Movementshouldberecordedonthebiometricsystem.IfthereisnosuchsystementriesshouldbemadeintheMovementRegister.Formatoftheregistershallbeasunder:

Notes:

16

Movement Register

Officeof_______________

Date Name Designation Time of going out of office Purpose

Authority who authorised the

movement

Time of return to

work

Signature of the

employee

Ifanystaffmemberisnotfoundinhis/herseatduringofficehourswithoutproperpermission,itmaybetreatedasunauthorisedabsenceandactiontakenaccordingly.

v. MinisterialHeadoftheofficewilltakenoteofthedelays/absenceetc.,till25thofeverymonth and recommend accordingly to the section concerned where leaveaccount ismaintainedorsalary isdrawnasthecasemaybe. If thehabitpersists,thestaffmembersshallbewarnedandsuitableentriesmaybemadeintheAnnualPerformanceReport.Inaddition,he/shemayalsobeaskedtocompensatethelostworkinghoursbyworkinginthelatehoursoronholidays.

vi. GroupDemployeesmustattendtotheofficehalfanhourearlyandleaveonlyafterthecontrollingofficerhaslefttheofficeorafterofficehoursareoverwhicheverislater.DrivershouldreporttotheControllingOfficerasorderedandworkaccordingtotheinstructionsgiventohim.DriversshouldrecordtheirattendancebiometricallyorintheAttendanceRegisterifthereisnotouronanyday.Fortourdays,diaryoftheofficerwillbetreatedasproofofattendance.

vii. Staff/officerscanonlyavail leavewithpriorpermission.OtherwisetheControllingOfficerisatlibertytotreatitasleavewithoutpay.However,ifthereasonforabsentingarebeyondthecontrolofthesubordinate,absencemaybetreatedasleaveofoneortheotherkindtowhichhe/sheiseligible.SparekeyofthestorageracksshouldbedepositedwiththeHeadoftheOfficeorOfficeManagersothatduringleaveperiod,ifanyfileorrecordisrequiredurgently,itcanbetakenout.CasualleaveaccountoftheofficersandstaffmustbemaintainedinaCasualLeaveRegister.Formatoftheregistershallbeasunder:

Casual Leave Register

NameoftheOfficial______________

Month CL at credit CL availed during the month Balance Initials of Head of the sanctioning

authorityJanFeb….

December

Notes:

17

viii. Officersmustsetanexamplebybeingpunctualtotheofficeandmarkingattendanceintimeiftheyarenotontour.Theyshouldtrytobe intheofficeat leastfortwofulldaysinaweek,preferablyonMondayandThursday.His/heravailabilityifofficeshouldbedisplayedinthenoticeboardsothatinterestedpubliccanvisithim/heraccordinglyiftheywantto.

ix. Dailywage/contract/outsourcedstaffshallnotberegisteredonthebiometricsystem.AseparateAttendanceRegistershallbemaintainedbytheOfficeMangerwheresuchpersonscanmarktheirdailyattendance.

B. Maintaining staff discipline

i. Staff and officers must conduct themselves in a dignified manner befittinggovernment servants. Personal and family matters should not be allowed tointerfereintheofficework.

ii. Staffshouldworkinsilenceandwithfulldevotionanddedication.Loitering,gossip,noisytalkandbrawlshouldbeavoidedintheofficepremises.

iii. Chewing pan/gutka, smoking, spitting, drinking alcohol, consuming drugs, sexualharassment inany formormanner,etc., isprohibited. If anyone comes toofficedrunk,he/shemustbesubjectedimmediatelytomedicalcheck-upanddisciplinaryactionshouldbetaken.

iv. Staffshouldnotentertainvisitorsattheirseats.VisitorsshouldbedirectedtotheTA/DCOandinhis/herabsencetotheOfficeManager.Anyconsultation,clarificationorinformationtothevisitorsmustbegiveninthepresenceofTA/DCO/OfficeManager.

v. GroupDemployeesandDriversmustalwaysweartheprescribeduniforms.Similarlyexecutivestaffworking intheofficemustweartheprescribeduniformswhentheoffice is being inspected by senior officers and also on all ceremonial occasions.Uniformedsubordinatesvisitinghigherofficersmustalwaysbeinuniforms.

C. Work allocation:WorkdistributionamongtheavailableofficestaffincludingthesupportstaffshallbedonebytheHeadoftheOfficethroughanOfficeOrder.Workloadmaybereviewedandworkingarrangementrevisedfromtimetotime.Ifnecessary,HeadoftheOfficemaydelegatenecessarypowerstotheOfficeManager/TA/DCOforsmoothandefficientfunctioningoftheoffice.EverystaffmemberandsubordinateofficerworkingintheofficeshallmaintainanOfficeOrderfileinwhichtheordersissuedtohim/hershallbefiledandmaintained.OriginalofficeorderfileshallremaininthepersonalcustodyoftheOfficeManager.StaffandofficersshallworkaccordingtotheworkdistributionorderissuedbytheHeadoftheOfficefromtimetotime.

Notes:

18

D. Issuing oral instructions

i. Oralinstructionsbyhigherofficers:Muchoftheofficeworkisgovernedbypersonaldiscussions with official superiors. Oral instructions to subordinates are quitecommon.Iftheirinstructionsareconsistentwiththelaw,rulesandregulations,theyneednotberecordedinwriting.Wherethereisvariance,theyshouldberecordedonthefilebythepersonwhoreceivedtheinstructions.Writtenordermustbeobtainedfromtheofficerissuingtheinstructionsfordisposalofthematter.Iftheofficergivingoral instructions isnot the immediatesuperiorbutadifferentofficer, theyshouldbebroughttothenoticeofimmediatesuperiorattheearliestandactiontakenasdirectedbyhim/her.

ii. OralinstructionsbySecretariatOfficers:IfanyoralinstructionsarereceivedfromtheSecretariatOfficers,itshouldbedeemedasurgent.Hence,itshouldbeimmediatelybrought to thenoticeofHeadof theOfficeandactionshouldbetakenaccordingtohis/herdirections.However,nothingshouldbedonewithouttheapprovalfromHeadoftheOffice.

iii. OralinstructionsbytheMinisterorhispersonalstaff:AnyoralinstructionsorwrittenminutesarereceivedfromtheMinister,iftheyareinaccordancewiththenorms,rules,regulations,theyshouldbeimmediatelyactedupon.Ifnot,theyshouldbebroughttothenoticeofHeadoftheDepartmentthroughtheHeadoftheOfficeforfurtherdirections.Actiontakenshouldbecommunicatedtohis/herPersonalSecretary.

iv. Group D and Personal Staff including drivers shall be obliged to follow the oralinstructions issued by their superiors. If such instructions are not consistentwithofficialduties,theymayinformthenexthigherauthorityandseekrelief.

E. Delegation of certain powers:ThefollowingpowersmaybeexercisedbyTA/DCOortheOfficeManagerifthereisnoTA/DCOintheinterestofsmoothadministration:

i. Grantingcasualleave,restrictedleaveandcompensatoryleavetoofficestaff.

ii. Approvingdraftsandsigningroutinecommunicationstopublic.

iii. Signinganddisposingcorrespondencewithsubordinatesonroutinematters.

iv. Attendingtoroutinepublicgrievancesandcomplaints.

v. Signingsalarybills,drawinganddisbursingwagesandmaintainingcashbook.

vi. Signing fair copies of draft replies approved by Head of the Office to otherdepartments.

vii. Makingalternatearrangementsforrunningtheofficeincaseofemergencies.

Notes:

19

11. Procurement and supply of stationery, registers and formsThe following rules shall be followed for procurement, distribution and consumption ofstationery,registersandotherforms:

A. Purchase of stationery items: Commonstationery items likewhitepapers, tags,pins,pens, pencils,writing pads, note books, etc.,which are available in the openmarketmaybepurchasedquarterlyaspertherequirementinaccordancewiththeprocedurelaiddown in theManualofContingentExpenditure, taken to stockandconsumptionrecordedbyeachofficeeverymonth.Onepageshouldbereservedinthestockregisterformaintainingtheaccountofonestationeryitem.Wheneverregistersarepurchasedfrommarketandused,itsusemustbeauthorisedbytheOfficeManagerwiththewords,“Registercontains---pages.Itisauthorisedforuseas----------Registerintheofficeof------------”onthefirstpage.Stricteconomyshouldbeobservedinthepurchaseanduseofofficestationery.

B. Printing of customised registers and forms: Manyregistersandformshavetobearthenameofthedepartmentandthereforecustomisedandprinted.Therecanbedifferentlevelsofcustomisation.Somecanbegenerictothedepartmentaswhole(e.g.loggingregisters,plantation journals,departmentaldiaries,ForestRestHouseregisters)whilesomeare specific to individualoffices (e.g.file covers,fileboards,note sheetspads).GenericstationeryitemsshallbeprintedbytheHeadOfficeandsuppliedasperindents.Alternatively, the formatmay be fixed and communicated to subordinate offices andtheymaybepermittedtoprinttherequiredregistersaspertheirrequirement.Officespecificitemscanprintedlocallyaccordingtotherequirementsonquotationsandbillspaidbytherespectiveofficers.

C. Printing secured books and forms: Quiteafewaresecuredstationeryitemswhereeachbookandeachpageismachinenumbered,andeachleafistobeaccountedfor(e.g.cashreceipts,storesreceipts/issues,permitsbooks,measurementbooks,fieldnotebooks).Hereagainsomemaybegenerictothedepartmentandcustomised(e.g.entryticketsforTigerReserves).AllsecuredstationeryitemswhicharetobeissuedinthenameofKarnatakaForestDepartment,eveniftheyaretobecustomisedtotheCircle,Divisionalor Sub-divisional level, shall be printed only by the HeadOffice and supplied as perindentsunderacknowledgement.Printingthematthelocallevelisstrictlyprohibited.RoundofficesealoftherubberstampoftheDivisionalOfficeshallbeaffixedonthefirstpageofregistersandeachpageofothersecuredstationaryitemsbeforeissuingthemforuse in theRangeForestOfficers. The ICTCentremaydevelopapplicationswhereeachpageofthesecuredstationeryitemscanbegeneratedonlinewithbarcodes(e.g.permits).SecuredstationeryitemstobeissuedbyassociatedorganisationslikeVillage

Notes:

20

Forest Committees, Eco-Development Committees, Eco-Tourism committees, ForestManagement Committees etc., may be printed by the respective Divisional Offices,stampedwiththeroundsealandissuedfreeofcostthroughthelocalRangeOffice.

12. Purchasing books, periodicals and news papersThereisaForestLibrary-cum-InformationCentresattheHeadOffice.LibrariesalsoexistatKarnatakaForestAcademy,Dharwadandothertrainingcentres.DivisionalandCircleofficesmaintainamini-libraryintheofficeforimmediateuse.ZonalOfficesmayinparticularhavetechnicalbooksrelevanttotheirareaofwork.Suchlibrariesneedtobeupdated.AnnuallyabookexhibitionshallbeorganisedbytheLibrarianintheHeadOffice.Allinterestedofficersmust visit theexhibition, glance through thebooks, select appropriatebooksandacquirethem.HeadsofOfficestakingchargeofanofficeareexpectedtohaveaquickglanceatthelibrarybooksavailableintheoffice.Themini-libraryshouldcontainafewessentialbooks,afewperiodicalsandacoupleofdailynewspapers.

A. Purchase of books: The followingbooksshallbeacquiredandmaintained inthemini-library:

i. DistrictGazetteers.

ii. WorkingPlansrightfromthestartingofthedivision.

iii. Onesetoflatesteditionofforestandwildliferelatedlawbooks.

iv. Departmentalmanuals,codesandhandbooks.

v. Statutes/codes of FinanceDepartment,DPAR, RevenueDepartment, RDPR, SocialWelfare,MinesandGeologyDeptetc.,totheextentrelevanttoForestDepartment.

vi. Districtfloraandfaunabooks.

vii. ForestSettlementRecordsasboundvolumesincludingoriginalmaps.

viii. EvaluationReports.

ix. TextbooksforreferenceonSilvicultural,Mensurations,ForestSurvey,Engineering,Wildlife,ForestEcology,Biodiversity,ClimateChange,etc.

x. Glossaryofforestrytechnicalterms,etc.

Anyotherforestrybooksrequiredforofficialuseshallbepurchasedbasedontheneed.Onlybooksrelatedtospecificbranchesofforestrysciencecanbeacquired.Sinceitisatechnicallibrary, purchase of general books like English fiction, Kannada literature, etc., should beconfined to a small fraction of the stock of books. Law books should be purchased fromreputedpublishers.Oldversionsshallbeweededoutafterthenewereditionsofthesamehavebeenreceived.Howeveronesetofsuchbooksshallbeplacedintherecordroombythe

Notes:

21

HeadOfficeintherecordroomforarchivalpurpose.Ifanyrecentlypublishedbookisfoundtobeofgreatuseandrelevancetoforestofficers,acommendationaboutitmaybemadetotheotherofficers.Buyingbooksinbulkonbehalfofothersanddistributingthemtothesubordinateofficesisprohibited.

B. Subscribing to periodicals and newspapers:Divisionalofficesandabovemaysubscribeto three Indian Journals including ‘Indian Forester’ and two foreign journals on forestryandwildlife.SubscriptiontoIndianjournalsshallbepaidinadvance.Silva’snewsletterand‘Myforest’shallbecirculatedtoalltheofficesinthestateuptoRangeOfficesfreeofcost.Foreignbooksandperiodicalsmustbeacquiredthroughtheirlocalauthoriseddealersorofficialtradechannels.Officersmayavailthesejournalsforperusalforaboutoneweekafterreceipt.Thereaftertheymustbeplacedonthejournalrackinthevisitors’loungetillthenextissueisreceived.OneEnglishandoneKannadadailynewspaperscanbesubscribedbyeachGroupAofficer.

C. Subscribing to State Gazette: DivisionalOffices and above shall subscribe to the StateGazette without fail. Year-wise volumes of the State Gazette must be archived in therecord room. Gazette Notifications relevant to Karnataka Forest Department should bephotocopied,boundasasingleannualvolumeandplacedinthelibraryattheHO.Relevantcopiesmaybemailedtosubordinateofficesfortheiruseandpreservation.

D. Purchasing maps and other land records:Mapsareanintegralpartoflandrecords.Theyareveryimportantformanagementpurposes.Thedepartmentdoesnotproduceanymapsofitsown.Topo-sheetspublishedbySurveyofIndiainthebestscaleandCadastralMapspublishedbytheDirectorateofLandRecords,Govt.ofKarnatakaarethebasicmapsusedfor various purposes in forestry also. Thesemaps are available for purchase. ProcedureaslaiddownintheKarnatakaForestCodemustbefollowedforprocuring,updatingandmaintainingforestmaps.

E. Establishing a repository of departmental publications:AdequatenumberofcopiesofanypublicationorreportincludingdocumentaryfilmsbroughtoutbyanyDivision,CircleoranyconstituentofficeinheadofficeshouldbedepositedwiththeCentralLibraryinHO.Twocopieswillberetainedandtherestwillbedistributedtothelibrariesinthetrainingcentres.Theywillbeaddedtothedepartmentalpublicationsandmadeavailabletoreaders/users.Thesameappliestoanybooks,memoirsorautobiographiesofforestofficersinKarnataka.Librarybooks,periodicalsandotherpublicationswillbemaintainedateachlibraryasperthestandardlibrarypractices.

F. Maintaining the libraries:Fulltimelibrariesshallbemaintainedbyprofessionallytrainedstaff.Mini-librarieshavetobemaintainedbythepersonalstaffoftheHeadoftheOffice.

Notes:

22

Books, periodicals and other reports acquired for the library must be entered in theAccessionRegisterfirst.FormatoftheAccessionRegistershallbeasfollows:

Accession Register

------------Library

Officeof_______________

Date Accession number Title Classification Nature of

publication Publisher Suppliers address Cost Hard bound/

soft Remarks

G. Issue and recovery of book and periodicals:Books, journalsoranyotherpublicationsissuedtousersincludingtheHeadoftheOfficeshallbeenteredinaLibraryIssueRegister.Formatoftheregistershallbeasunder:

Library Issue Register

Officeof__________

Date Name of the book/journal

Accession number Issued to Signature of

the receiverDate of return

Initials of the Librarian Remarks

H. Annual stock taking of libraries:OfficeManagerwilloverseetheprocurementsandTA/DCOwilldotheannualstocktaking.Wherelibraryfacilitiesareavailable,periodicalsmaybeboundasyearlyvolumesandpreserved.Inotheroffices,theymaybediscardedandsoldthreeyearsafterpurchase.

13. Purchase and handling of storesStoresincludeitemswhichareprocuredandusedinlargequantitieslikepolythenebagsorroottrainersusedforraisingseedlingsinnurseries,barbedwire/chainlinkmeshforfencingplantationsorparks,railwaygirdersusedforcordoningelephantareas,computers,printers,cartridges,mobilephones,wirelesssets,surveyequipmentlikeGPS,furniturefortheoffice,armsandammunition, tranquilisergunsetc.,constitutestores. Storesrequired inbulkorexpensiveitemsmustbeplannedandprocuredinaccordancewiththeprovisionsofKarnatakaForestAccountsCode,KarnatakaTransparencyinPublicProcurementAct(1999)andRules(2000),andtheManualofContingentExpenditure,1958.Onepageshouldbereservedformaintainingtheaccountofeachstoreitem.Headoftheofficeshouldmakearrangementsforverifyingthestores,stocks,plants,materials,furniture,equipmentetc.,onceinayearinthemonthofApril.Incaseoftransfer,thestaffinchargeofstoreshouldseethatthestoresinhis/hercustodyareaccountedproperlyandhandedovercorrectlytohis/hersuccessorandaproperreceiptisobtainedandfiled.

Notes:

23

14. Visitor management and service qualityCitizensvisitpublicofficesforvariouspurposesandreasons.Unregulatedpublicvisitsmayaffecttheroutineofficeworkandmaynotbeveryfruitfulintermsofoutcome.Thefollowingprocedureshallbeadoptedforfacilitatingthepublicvisits:

A. Help Desks: AllDivisionalOffices,CircleOfficesandtheHeadOfficeshouldhaveHelpDeskssetupatthemainentrancetotheoffice.Itshouldbemannedbyaknowledgeablestaffmemberwithatleast5-6yearofexperienceinthedepartment.Itshouldhaveatelephoneconnectionalso.HelpDeskshouldhaveastorage-cum-displaycounterwhereinformationontheservicesprovidedtothepublic,relevantscheme/programguidelines,somerecentbrochures/folders of the department, public notices etc., can be displayed. Sufficientnumberofapplicationformsmustbestoredforpublicconsumption.TheAssistantattheDeskshouldbereasonablyconversantwiththedepartmentalhierarchy,servicesprovidedbydifferentwings, termsandconditions,applicableActs,RulesandRegulations,timelines for delivering different services, charges/cost payable if any, contact details ofrelevantofficers/staffandsoon.Anyvisitortotheofficeshouldbeabletogetnearlyfullinformationonasubjectofhis/herinterestatthehelpdeskandgetrequiredassistancein submittinghis application, grievance etc., and receive an acknowledgement. If theAssistantdoesnothavetherequiredinformation,he/shemustascertainthesamefromtheauthorisedpersonsintheofficeandinformthevisitor. If it isabsolutelyessential,thenonlythevisitorshouldbedirectedtomeetthehigherups.HelpDeskshouldserveasaninformation-cum-facilitationcounter.AnonymousfeedbackmustbetakenfromthevisitorsontheusefulnessofhelpdeskandreviewedbytheHeadoftheOfficefromtimetotime.Sparetimeifanycanbeusedforreceipts/despatchwork.

B. Visiting hours: PublicwhoarenotcontentwiththeresponsefromtheHelpDeskorthosewhowant to interactwith senior functionaries are entitled to visit forest offices andmeettheTA/DCOortheOfficeManagerbetween3.00to5.30PMeveryday.Anoticeboarddisplayingthevisitinghoursshouldbedisplayedattheentrancetotheofficeandalsoatotherprominentplaces.Nopriorappointmentisnecessary.Duringthesehoursvisitorsshallbegivenpreferenceoverofficeworkandnooneshouldbemadetowait.VisitorsshouldnotbeallowedtogointotheofficemeetindividualDealingHands/DeskOfficers.RathertheyshouldbeheardanddisposedbytheTA/DCO/OfficeManager intheircabin/chamber.Ifnecessary,theDealingHands/DeskOfficerscouldbeconsultedormadetobephysicallypresentduringthediscussions.

C. Meetings with Head of the Office:HeadsofOfficesmustreserveeveryMondaytobeintheofficesothatpubliccanmeethim/herandmaketheiroralorwrittensubmissions.Nomeetingsortoursshouldbefixedonthisday.Onlylightofficeworkcanbetakenup.

Notes:

24

Maximumtimeshouldbedevotedtomeetingthevisitorstotheoffice.IfforanyreasonstheHeadoftheOfficewasnotavailableontheappointedday,TA/DCOshouldattendtothevisitorsforthewholedayandbrieftheHeadoftheOffice.IfvisitorscouldnotbeattendedtoonMonday,HeadoftheOfficemustdosoonthenextThursdaywithoutfail.Paperssubmittedandgrievances/suggestions/requestsetc.,madeinpersonbythepublicshouldgethis/herdueattentionandshouldreceivepriorityindisposal.Seriousvisitorsshouldtakepriorappointmentforachievingbetteroutcome.

D. Dealing with elected representatives:Members of Parliament,Members of LegislativeAssembly/Council,otherelectedrepresentativesandrespectablelocalcitizens,iftheyseekanappointment,itshallbegivenimmediately.Asfaraspossible,HeadoftheOfficemustpersonallyattendtothem.Theyshouldbetreatedwithcourtesyandnotmadetowait.Officersshouldcarefully listentowhattheysay,apprisethemoftherelevantrulesandregulationsandextendallpossiblehelpinaccordancewiththelawandintheirownbestjudgment.MPsandMLAshouldbeseenoffbytheOfficers.Suchvisitorsareexpectedtomaintaintheirdignity,giveduerespecttoofficersandnotinterferewiththeadministration.

E. Maintaining Visitors’ Register:AVisitors’RegistersshallbemaintainedattheHelpDeskinthefollowingformat:

Visitors Register

Officeof:___________

Date Name and contact address of the visitor Time of visit Purpose of

visitSignature of the

visitorAction to be

takenInitials of the

Officer

AnyonevisitingtheTA/DCOortheOfficeManagershouldmakeanentryintheregister.InHeadofficethePA/PSofeachseniorofficershallmaintaintheVisitors’Register.Detailsofvisitorsincludinghiscontactaddressandmobilephonenumbershouldbeenteredinthisregisterschronologicallyalongwiththepurposeofthevisit.Theofficerentertainingthevisitorsmustgivespecific instructions in theregister itselfabout theactiontobetaken.PA/PS/TA/DCO/OfficeManagerwillinstructtheDealingHandsconcernedsuitablyandensurethattheseinstructionsarecompliedwith.HeadoftheOfficewillreviewtheVisitor’sRegistereveryMondayandensurethatassurancesgivenarefulfilledwithoutanydelayandthevisitorwasdulyinformedaboutit.However,courtesyvisitsofelectedrepresentatives, official colleagues and subordinates, officers of other departments,VIPsandmediapersonsneednotbeenteredintheregister.Personalfriendsandcasualvisitorsshouldnotbegenerallyentertainedintheoffices.

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15. Handling public grievancesPublicmust have the opportunity to express their grievances against the department, itsactivities or its functionaries as freely as possible.Genuine grievancesmust be redressedquicklytotheextentpossible.Publicgrievancesshallberedressedinthefollowingways:

A. Setting up ‘Citizen Charter’: KarnatakaForestDepartment shoulddevelopa concise,presentable and implementable Citizens’ Charter in local language aswell English. Itshouldbedisplayedprominentlyat theofficeentranceornear thevisitors’ loungeofeveryoffice.Itshouldindicatethevisionandmissionofthedepartment,listofservicesoffered,servicestandards,procedurefollowedforpublicconsultation,grievanceredressmechanismandsoon.Themainobjective isto improvethequalityofpublicservicesandmakeittransparent,accountableandresponsivetothepublicneeds.Thischartershouldbecomeoneofthecoresubjectsinallthetrainingsandshouldbeingrainedintothemindsofofficersandstaff.ThedepartmentshouldmakeeveryefforttolivebythecharteranddelivertheservicestocitizensinconformitywithIS15700:2005.

B. Display of important public notices: Some Acts, Rules and Regulations of the stategovernmentliketheRTIAct(2005),SakalaAct(2011),KarnatakaLokayuktaAct(1984)etc.,mayrequirethedepartmenttodisplaycertaindetailsonthepublicnoticeboardswhichshallbecompliedwith.Suchdisplaysshallbeupdatedfromtimetotime.Publiccommitmentonthetimelinesandguaranteedqualityofservicefreefromfettersshouldbemetfully.

C. Setting up complaints box: A complaint boxwith a glassdoor, lock and keymustbesetupneartheentranceofeachoffice,preferablyclosetothechamberoftheHeadoftheOffice.Publicwantingtolodgeacomplaint,seekactionorgivesuggestionscandosoinwritinganddropit inthecomplaintbox.TA/DCOshallpickupthepapers inthecomplaintboxoneveryMonday(ifitisholidayonthenextworkingday)anddealwiththemlikeotherpetitionsandcomplaints.

D. Open forums and public meetings: There shall be periodic meetings between thedepartmentalofficersandgeneralpublicandstakeholdersatdifferentlevelsonthedatesfixedbyHeadOffice.DivisionalOfficersmustconductatleastonepublicmeetingineachquarteratanyoneofthetalukheadquartersintheirjurisdiction.CircleOfficersmustholdapublicmeetingattheDistrictlevelonceinsixmonthstoheartheotherstakeholders/clientslikecommunityorganisations,NGOs,forestlandleaseholders,forestindustries,localauthoritiesandsoon.Proceedingsofsuchmeetingshouldbepublishedandsharedwiththeparticipantsofsuchmeetings.AcopyoftheproceedingsshouldbemarkedtoHeadOfficealso.SimilarlythePCCF(HoFF)willconveneameetingof interestedstategovernmentdepartments,agencies,researchandacademicinstitutionsandothersstate

Notes:

26

levelstakeholdersonceinayearandgettheirgrievances,commentsandsuggestions.General approach at each level should be to listen carefully to the public, clients,stakeholders and respond to their needs. Problems should be solved to the extentpossiblewithintheexistingframeworkoflaws,rulesandregulations.Suitableproposalalsocouldbesent tothestategovernmentonusefuland implementablesuggestionsreceivedduringthesemeetings.

E. Handling of petitions and complaints:Publicgrievancesandcomplaintsmaybereceivedinavarietyofformsandfromavarietyofsources.Theymaybereceivedbydifferentlevelsofofficers.Theyshallbehandledanddisposedinthefollowingmanner:

i. Publicpetitionsshallbedealtdiscretelyandthoroughly.TA/DCOineveryofficeshallberesponsibleforhandlinganddisposalofpetitionsandcomplaints.Whetherreceivedinthenormaltappalorbytheindividualofficers,allsuchpetitions/complaintsshouldbecentralised,classifiedintodifferentcategoriessuchasallegationsofcorruption,collusion, smuggling, forestoffences,misdemeanours,delays, servicedeficiencies,proceduralproblemsetc.,andregisteredbytheTA/DCOinaComplaintsandPetitionsRegister. Each petition/complaint should be registered as a separate case on onepage.Completecasehistoryshouldbeenteredinthispagetillitsfinaldisposal.He/sheshoulddiscusseachreceiptpersonallywiththeHeadoftheOfficeandgethis/herwrittendirectionsandfurtheractionshallbetakenaccordingly.FormatoftheComplaintsandPetitionsshallbeasfollows:

Complaints and Petitions Register

Officeof________________SlnoDateofreceivingthecomplainant/petitionerNameandcontactaddressofthecomplainant/petitionerBriefsummaryofthecomplaint/petitionDirectionsreceivedfordisposalfromtheHeadoftheOffice

Date Action taken Response received Outcome Remarks Initials of the officer

ii. Asarule,stafforofficersagainstwhomacomplaintismadeorwhocouldpotentiallybeapartytotheissueshallnotbeaskedtoinvestigateapetition/complaint.Howeverservice/qualitydeficiencies,delaysetc.,shouldbeexaminedandremediatedbythelocalofficersandstaff.Allegedforestoffencesshouldbeinvestigatedandreported

Notes:

27

byindependentauthoritieslikeForestMobileSquadsorbytheTA/DCOifthereisnoSquad.Allegationsofcorruption,collusionetc.,shouldbereportedtotheHeadoftheVigilanceWinginHOforfurtheraction.IssuesrelatedtopoliciesandproceduresshouldbereferredtotheconnectedofficeintheHO.Asfaraspossibleactionshouldbecompletedwithinonemonth,detailsenteredintheComplaintsRegister.EverycaseshouldbebroughttoclosureunderthesignatureoftheHeadoftheOfficeandasuitablereplysenttheapplicant.

iii. Vigilance Wing in HO will closely monitor the public petitions/complaints andtheireffectivedisposal.Thereshallbeamonthly reviewof theprogressachievedinresolvingthepublicpetitions/complaints.Incaseofslacknessorunduedelayindisposal, Head of VigilanceWingmay review the progress personally or throughvideo conference. He/she will prescribe more detailed procedures and scheduleofreturnsifnecessary.Aclassifiedreportwillbegeneratedannuallyonthenatureofpublicpetition/complaintsandchronicorglaringcasesplacedbefore thePCCF(HoFF)andalsobeforethestategovernmentforremediation.Abriefsummaryonthenumberandtypesofpetitions/complaintsreceivedandtheirdisposalshouldfindaplaceintheAnnualReportoftheDepartment.

16. Official meetingsDepartmentalofficersarerequiredtoattendquiteafewmeetings.Meetingstakesubstantialamountof fromtheofficers.The followingguidelinesshouldbeadheredto inconnectionwithmeetings:

A. Internal meetings: Every Head of the Office should review the progress achieved invarious aspects of administration and forestmanagement periodically. The followingscheduleshallbeobservedforconductingthedepartmentalreviewmeetings:

i. ReviewmeetingattheRangeOfficewiththeDRFOsandForestGuardsshallbeheldon the last day of everymonth. If it is a holiday,meeting should be held on thepreviousworkingday.Allotherstaff intheRangeshallbe invitedtothemeetingsonceinaquarterandheard.

ii. DivisionalOfficersshallholdameetingofRFOsandSub-DivisionalOfficersonthe3rdofeverymonthandif it isaholidayonthepreviousworkingday. Mainfocusofmonthlymeetingsshouldbeforestprotection,managementandimplementationofdevelopmentprograms.Progress reportsshouldbeobtained,consolidatedandfurnishedtohigherofficersbefore5th.

iii. CircleOfficersshallholdreviewmeetingsofDivisionalOfficersonceinthreemonths.Aseminar/workshop/conferenceinvolvingallRFOs,ACFsandDivisionalOfficersmay

Notes:

28

beheldonceinsixmonthstosharenewideas,bestpractices,urgentitemstoattend,upcomingactivities,newActs,RulesandRegulationsetc.

iv. InternalmeetingsofalltheofficersinHOshallbeconvenedonceinafortnighttodiscussprogressofworksofeachoffice,planfiledinspections,sharetheobservationsfromtherecentfieldinspections,discussimportantreports,governmentdirectionsandcourtjudgements,shareinformationabouttheupcomingeventsandgenerallyupdatetheofficersonstate,nationalandinternationalforestryissues.Anystandingorderorcirculartobe issuedonanysubjectmattershallbediscussedfirst inthismeeting,draftapprovedandthenissued.Thismeetingisintendedtoupdatealltheofficersabouttheactivitiesandoutlookofthedepartmentandkeepingalltheseniorofficersonthesamepage.

v. AmeetingofCircleOfficersshallbeconvenedbyPCCF(HoFF)once inaquarter,preferablyduringthethirdweekofthemonth.Issuesofinterestmustbegatheredfrom all constituent offices inHeadOffice and included in themeeting agenda.Alltheseniorofficersmustbeinvolvedduringthedeliberationsoncommonandimportantissues.

vi. TwomeetingsofDivisional,ZonalandCircleofficersmaybeconvenedatHeadOfficeeveryyear.Thefirstoneshallbetodiscusstheannualprogramsofworksineachdivision.Thismeetingshallbeheld in themonthofAprileveryyear.Thesecondcouldbe a reviewmeeting or aworkshop, seminaror conferenceon importantissues. This could be held aroundNovember/December in different parts of thestateonrotationbasis.

vii. Every meeting should have a clear agenda. Notes if any must be circulated toparticipatingofficersinadvancesothattheycancomeprepared.Afterthemeetingisover,theofficerwhochairedthemeetingwillissuetheproceedingsunderhis/hersealandsignature.Proceedingsshouldbedrawnforeachmeetingandcirculatedamongalltheparticipants.Acopyoftheproceedingsshouldalsobecirculatedtonexthigherofficersofthedepartment.Proceedingsofthepreviousmeetingandactiontakenontheresolutionsshallbereviewedbeforeproceedingwiththespecificagendaitems.

viii. Iftherearepressing issuestodiscussandresolveduringtheinterregnumbetweentwoconsecutivemeetings,theofficer(s)concernedinHeadOfficemayschedulevideoconferenceswiththerespectiveDivisionalorCircleOfficersandcompletethetasks.

ix. Thetemptationtocallmeetingsfrequentlymustberesistedstronglyasthedirect,indirect and opportunity costs of official meetings are very high. Frequentmeetings could dislocate the routine work and also divert attention fromimportantissuesofmanagement.

Notes:

29

B. Inter-departmental meetings: These meetings are convened at taluk, district andstatelevel.TalukanddistrictmeetingsareheldmonthlybytheDistrictAdministrationon regulatorymatters and Zilla Panchayat on developmentmatters. State level inter-departmentalmeetingsareorganisedonneedbasisbyvariousotherdepartmentslikeDPAR, Revenue, Social Welfare, PWD, Power, Mines and Geology etc. Departmentalofficersarerequiredtoattendthesemeetings.Thefollowingnormsshouldbeobservedwhileattendingtheinter-departmentalmeetings:

i. Only the officerswhohave been specifically invitedmust attend themeeting. Theyshouldgopreparedwithwrittenbackgroundnotesfortherelevantagendaitemsandafterthoroughpersonalpreparation.Subordinatesorjuniorofficersshallnotaccompanyorattendthemeetingsexceptwheretheirpresencehasbeenexplicitlysought.

ii. Jurisdictional RFOsmustpersonally attend to themonthly andquarterlyprogressreviewmeetingsconvenedbytheTalukPanchayat.He/shemustalsoattendpersonallytothemeetingscalledbytheTalukMagistrateandanyothermeetingpresidedoverbyaministerorthelocalMLAorMP.OthermeetingsshallbeattendedpersonallyonlyifthereisanagendaitemthatconcernstheKarnatakaForestDepartment.

iii. SimilarlylocalDCFswillpersonallyattendregularmonthlyprogressreviewmeetingsconvened by Zilla Panchayat or Coordination meetings convened by the DeputyCommissionerandanyothermeetingspresidedoverbyacabinetminister.Fortheremainingmeetings,he/shemaydeputeoneofhis/herACFsunlesstherearespecificagendaitemsthatrequirehis/herpersonalpresence.

iv. CircleOfficerswillattendtheRegionalLevelMeetingsiftheyarespecificallyinvited.

v. AttheHeadOfficelevel,PCCF(HoFF)willattendiftheinter-departmentalmeetingsiftheChiefSecretaryischairingthemeeting.AllothermeetingswillbeattendedbyrespectivePCCFsorAPCCFs.HighlightsofthemeetingifnecessarywillbebriefedtoPCCF(HoFF).

vi. Officers who attend the meeting must take necessary follow up action on thedecisionstaken inthemeeting if it iswithintheirpowers.Otherwise, theyshouldremit the subject tonexthigherauthority inwriting. Ifpolicy issuesare involved,PCCF(HoFF)shouldbekeptapprisedthroughproperchannelinwriting.

vii. Regularconsultationwithotherdepartmentsshouldalwaysbedonethroughletters,meetingsanddrawingofproceedings.

C. Meetings at the Forest Secretariat: PCCF (HoFF) will attend meetings that involveAdministration, Finance and Policy relatedmatters. Heads of the Constituent OfficesconcernedwillattendandbrieftheSecretariatOfficersintheregularreviewmeetings

Notes:

30

with respect to their subject matters. Officers must refrain from cross briefing andmakingcasualremarksorunsupportedclaims.

D. Joint Consultative Meetings with the representatives of various employee associations: Divisional Officers and above should hold Joint Consultative Meetings with therepresentatives of various cadres of departmental employees and officers once in aquarterandresolvetheirgrievancesamicably.ThosewhichcouldnotberesolvedshouldbereferredtoHeadOffice.

17. Handing over charge on transfer This shouldbedone inaccordancewith theprocedure laiddown in theHumanResourceManagementchapteroftheKarnatakaForestCode.

18. Modernization of OfficesOfficesshallbemodernisedperiodically in termsof staffingcommensuratewith theworkload, replacing old equipment/furniture with new ones, refining and updating the officeproceduresandkeepingtherulebooksup-to-date.Thefollowingmethodsshallbeadoptedformodernisation:

A. Extensive use of ICT:Adetailed chapter is available inKarnatakaForestCodeon theuse of ICT and other modern technologies for forest management as well as officeadministration.Thesameshouldbefollowed.Repetitiveworksmustbeaccomplishedbyusingcomputers.

B. Balanced distribution of work among all the office staff:HeadsoftheOfficesmustplaninAprilandensurethatofficeworkloadisfairlyevenlydistributedacrossthemonthsduringtheyear.Theremaybeoccasionalspurtsinofficeworksduetovariousreasons.Tomeetsuchcontingencies,qualifiedfieldstaffmaybetemporarilydraftedforofficeworkattheRangeandSub-DivisionalOfficesforoneweekattimeandnotmorethanthreetimesayearwithoutcompromisingontheprotectionanddevelopmentworks.

C. Skill up gradation of staff: IncreaseintheworkloadinDivisionalOfficesoraboveshouldbeoffsetbystreamliningandabridgingtheprocesses,deploying ICTtothemaximumextent possible, upgrading some posts and ensuring that they aremanned bymorequalifiedandexperiencedpersons.Staffskillsshouldbeupgradedthroughappropriatetrainingsperiodically.

D. Replacing ministerial staff with executive staff: Ifministerialpostsremainunfilledformorethanoneyearforanyreason,theycanbesubstitutedwithequivalentpostsintheexecutivecadres.Wherethereischronicpendency,an‘OrganisationandMethodsStudy’mustbeundertakenandofficestaffstrengthmayberevisedsuitably.

Notes:

31

E. Replacing worn out furniture and equipment:Furnituremadefromsolidwoodshouldlastforaminimumof10years.Compositewood/Caneormetalfurniture,shelves,racksetc.,must lastat leastsevenyears.Plasticfurniture,tents,electronicequipmentsuchas computers,printers,photocopiers,digital cameras,mobilephones,GlobalPositionSystem, land linephone instruments, etc., should last for aminimumof 5 years. Lifeof vehicles, their spare parts and replacements shall be as prescribed by the stategovernment.Thereisnoprescribedminimumtimelimitforarms,dartguns,scientificequipment,surveytoolsetc.Furnitureorequipmentshallbeusedaslongtheycanberepairedeconomically.Ifthecostofrepairislikelytobemorethan50%ofreplacementcost,purchaseofnewitemsshouldbepreferredtorepairs.Uponpurchase,old itemsshouldbewrittenoffasdeadstockandsold.Foranyreplacementbeforetheprescribedlifetime,priorpermissionmustbetakenfromthenexthigherofficer.

F. Updating Acts, rules and regulations: Thisisaconstantandon-goingprocess.Followingprocedureshallbeadoptedforthispurpose:

i. LegalcellintheHeadOfficeisresponsibleformakinganychangestotheexistingActs,rulesandregulationsandkeepingthemupdated.Itisalsoresponsibleforbringingupproposals for formulatingnewActs/Rules/Regulations.Anyofficer can suggestchanges/modifications/amendments to theexistingActs, rulesandregulationsorformulationofnewones.All suchproposal shouldbeaddressed to theLegalCellalongwithadraftofthechangessought.TheLegalCellwillexaminethemandputthemupwithadetailednote in the fortnightlymeetingsof seniorofficers in theHeadOffice.Ifthemajorityofofficersagree,theproposalswillbefinalisedwithsuchchangesasmayhavebeenagreedupon.ThematterwillthenbeplacedbeforethestategovernmentbythePrincipalChiefConservatorofForests(HoFF).FinalordersissuedbytheStateGovernmentwillbecirculatedtoallofficersassoonaspossible.

ii. LegalCellwillalsobringouta‘YearBook’.ItshallbeanannualcompendiumofallchangesmadetotheActs,RulesandRegulationsintheformofGOs,notifications,clarificationsetc.The‘YearBook’shallhavefiveparts:PartIwillcontaintheordersissued by Government of India; Part II will consist of orders issued by the StateGovernment;PartIIIshallconsistofabstractsofimportantHighCourtandSupremeCourtjudgements;PartIVwillconsistofstandingordersissuedbythedepartment;andPartVwillconsistofimportantcircularsissuedbyvariousauthoritiesincludingtheHeadOffice.ItshallbeprintedbytheendofMarcheveryyearandcirculatedtoallofficersduringtheannualbudgetmeeting.

iii. Onceinfiveyears,theLegalCellinHOshallbringoutarevisededitionoftheActs,RulesandRegulations includingManuals,CodesandHandBooks incorporatingall

Notes:

32

thechangesmadesincethelastrevision.Sufficientnumberofcopiesshallbeprintedandcirculatedtoallofficers.Revisededitionswillsubstitutetheoldeditions.Copiesshallbeplacedinalloffices.

iv. DivisionalofficesandaboveareexpectedtomaintainatleasttwoorthreesetsofActs,RulesandRegulations(onesetwithOfficeManager,onesetwithTA/DCOandonesetwith theHeadof theOffice). In the interregnum(i.e.till thenext revisededitionsarepublished),theOfficerManagerwillgetthenecessarycorrectionslipsposted in all the copiesof relevantbookmaintained in theoffice. Correction slipshallcontainthenotificationnumberandanabstractoftheamendmentstypedonaseparatepieceofpaperandpastedattherightplace.

G. Modifying and improving the office procedures and forms/formats:Makingproceduralchangesfromtimetotimeisimperative.Itshallbedonebythreemethodsasunder:

i. Publishing hand books: Somehandbooksalreadyexist(e.g.Handbookofafforestationmodelsandpractices).Handbookspublishedbyotherstategovernmentdepartmentmay also relevant (e.g. Handbook of soil and water conservation practices ofAgricultureMinistry).HO shouldmakearrangements for supplying copiesof suchhandbooks toall theoffices in thestate.Thedepartmentmustpublishnewhandbookswhile:

•Addingnewdimensionstotheexistingwork(e.g.onlinesaleoftimber).

•Carvingoutnewandsubstantiveareasofwork(e.g.urbanforestry).

•Switchingtoanewsystemofworking(e.g.KhajaneII,doubleentryaccounting).

•Changingtheexistingpracticessubstantively(e.g.Switchtohightechnurseries).

•Introducingnewprojects,programs,Acts,Rulesetc.

There can be many such areas of work where hand books are necessary. Whenpublished, copiesofhandbooks shouldbemadeavailable toall theofficers in thedepartment. Knowledgeoncomplicated subjects shouldbedisseminated throughworkshops.ThisshallbedonebytherespectiveWings/Branches/Centres/CellsintheHeadOffice.Softcopyofhandbookmustalsobepostedonthedepartmentalwebsite.

ii. Issuing standing orders: Standing orders may be issued by the PCCF (HoFF) onsubjectmatterswhicharepartlycoveredbytheAct/Rules/Regulationsbutstillsomegaps remain tobefilled (e.g.dealingwithwildlife foundoutsideProtectedAreas,coordinationbetweendifferentwingsof thedepartment,coordinationwithotherentitieslikeForestCorporationsorotherstatedepartments,protocolstobeobservedduringthevisitofVIPs/seniorofficers,handlingofwirelesssetsandweapons,dealing

Notes:

33

withnotorious smugglers/offenders). Standingorders areparticularly necessary ifanysectionofanyAct,Ruleorregulationis:

•Insufficientlyexplainedtobeofanypracticaluse,

•Vagueandnotproperlyunderstood,

•Toocomplicatedtoimplement,

•InfringesanotherAct,SectionorRule,or

•Leadingtotoomanymistakesinimplementation.

SeniorofficersconcernedwiththesubjectmatterintheHeadOfficeshouldtakenoteof such issues,preparebackgroundnotesand thedraftof theproposed standingorderandplaceitinthefortnightlymeetingoftheseniorofficers.ThemattershallbediscussedandastandingorderwillbeissuedbythePCCF(HoFF)inaccordancewith thedecision taken in themeeting. StandingOrdersaremandatory innatureandhencebindingonthedepartmentalofficers.Everystandingorderissuedisvalidtill it is amended or withdrawn. Worthy ones may be upgraded as GovernmentOrdersorincorporatedintothestatutebooksinduecourseoftime.Standingordersissuedduringthefinancialyearwillbearconsecutivenumbers(e.g.1/2015,2/2015,3/2015...)sothattheircompilationandreferencingbecomeseasy.Hadcopieswillbecirculatedamongalltheoffices.Asoftcopyshallbepostedonthedepartmentalwebsiteforoneyear.EventuallytheywillbeaddedtotheYearBook.

iii. Issuing circulars: Circulars may be issued on matters which are already underimplementation but practiced differently in different places because theunderstanding of the subjectmatterwas not uniform. Circulars canonly be usedto elucidate known issuesbut not to cover new issues.Only thePCCFs can issuecirculars.Otherofficers canonly issue clarifications. Circulars shouldbebrief andcarry consecutive numbers for the whole year. Copies must be posted on thedepartmentalwebsitealso.ImportantonescanbelistedintheYearBook.

19. Other office management issues

A. Handling of telephones: Normsfortheuseoftelephonesandpaymentofbillsshallbeasfollows:

i. Ifthereisasinglelandlinephonetotheoffice,maininstrumentwillbeplacedatthehelpdesk.ExtensionswillbeprovidedtotheHeadoftheOffice,TA/DCOandtheOfficeManager.Wheretherearemorethanoneofficelines,adedicatedlinewillbeprovidedtotheHeadoftheOfficethroughthePA/PS.Restwillbeusedby

Notes:

34

otherofficersand staff.Externalphone linesmaybeconnected to the intercomalsoifnecessary.

ii. Residentiallandlinephonesfixedatthedesignatedofficialresidencesshallnotbeshiftedirrespectiveofwhethertheofficersusethebuildingornot.Ifnotinuse,suchtelephonesshallbekeptindepositandreinstalledwhennecessary.Thosewhouseprivateresidentialaccommodationcanhavetheirownphonesandgetthemonthlybillsreimbursedasperthestandingnormsofthestategovernment.Itshallnotbenecessarytoshifttheresidentialphonesfromoneprivatebuildingtoanothereverytimetheofficerschange.

iii. Eachoneofthefrontlinestaffandexecutiveofficersshallbeeligibleforanofficialmobilephone.Newmobilephoneinstrumentsshallbesuppliedonceinfiveyears.Theinstrumentcanberetainedaspersonalgadget.However,thetelephonenumbersprovidedforeachpositioninthedepartmentshallremainpermanent.Thenumbershouldbepassedontothesuccessoratthetimeoftransfer.Asuitabletelephonedirectoryshallbepublishedonthewebsite.Monthlyphonebillswillbebornebythedepartmentsubjecttothenormsfixedbythestategovernment.Ifofficers/staffchoosetousetheirpersonalgadgetsandprivatephoneconnections,monthlybillsshallbereimbursedsubjecttogovernmentnorms.

iv. Solongthemonthlybillsdonotexceedtheprescribedceilinglimitthereisnoneedtomaintaincalldataregisterforanyphone.Ifitexceeds,thenadetailedbillwithcalldetailsmustbeobtainedatthetimeofbillpayment.Calldetailsshallbescrutinisedandthestafforofficerconcernedshallbemadetopayfortheprivatecalls.

B. Management of vehicles: Followingrulesshallgoverntheuseofvehicles:

i. AllofficersuptotheRangelevelhavingprotectionsresponsibilitieswillbeprovidedwith government vehicles. Other executive officers will also be provided withgovernment vehicles along with drivers. Government vehicles shall be used forofficialdutiesandmaintainedaccording to thenorms laiddownby theTransportDepartment.Fuelbillswillbeclearedmonthlybasedonthemileageregisteredinthelogbook.Major repairsandmaintenanceofvehiclesshallbeundertakenthroughtherespectivecompanygarages.Pettymaintenancemaybedoneinprivategaragesandbillswillbeclearedbasedontheofficers’certificate.Non-executiveofficersmaybeprovidedwithtaxisaspergovernmentnorms.Logbookneednotbemaintainedfor themso long themonthlymileagedoesnotexceed theprescribedminimum.If it exceeds, log bookdetails shall beprovided for thewholemonth. Charges asprescribedbythegovernmentshallberemittedifofficialvehicleshavebeenusedforprivatepurposes.Personalstaffoftheofficersandwherethereisnopersonalstaff,

Notes:

35

theofficersthemselvesareresponsibleforeconomicaluse,maintenanceofvehiclesingoodcondition,recordingthelogbooksandtimelypaymentofbills.

ii. Useof departmentalmotor cyclesprovided toDRFOs shall alsobe in accordancewiththestategovernmentrulesinthisregard.Wherenosuchrulesexist,therulesand procedures followed by the Karnataka Police Department may be adopted.ForestGuardsmaybeprovidedwithmopeds.ForestWatchersmaybeprovidedwithbicyclesatgovernmentcost.Fuelandmaintenancechargesshallbeprovidedtoallofthemasperthegovernmentnorms.

iii. Trucks,multi-utilityvehicles,buses,rippers,tractors,tankers,cranesetc.,ifpurchasedanddeployedfordepartmentaluseshallbemaintainedaspertheadviceofTransportDepartment.Theyshallmemaintainedonly if it iseconomical(worthoftheworkturnedoutismorethanthetotaloperatingcost+depreciationonthecapitalcost).Ideally,suchvehiclesshouldbehiredoncontractbasisandnotpurchased.

iv. Ifhorses,poniesorsnifferdogsareusedforprotectionandperambulationwork,rulesfollowedbythePoliceDepartmentmaybeadoptedfortheirmaintenanceanduse.

C. Handling of cash chest: Everyofficerwhoisadrawinganddisbursingofficershallhaveacashchestfixedfirmlyonpermanentpedestal in theofficebuilding. It shouldhavedoublelocksystem.OnekeyshallbewiththeOfficeManagerandthesecondkeyshallbewith thestaffmemberhandling thecashsection in theoffice.Cashchest shallbeoperatedjointlybytheOfficeManagerandtheAssistant.Cashbalancesandvaluablesshallbecheckedandconfirmedwheneverthechestisoperated.Allvaluablesshallbedepositedinthesafevault.

D. Handling of equipment like computer and photocopiers:Computerswillbeoperatedbythestafforofficerstowhomthesystemisprovided.Printersandphotocopiersshallbepolledandusedcommonlybyallthestaffmembers.PhotocopierswillbeoperatedbyatrainedGroupDemployeeunderthesupervisionoftheOfficeManager.AnaccountofstationeryusedshallbekeptbytheGroupDemployee.

E. Other office or field equipment:Variousofficesmayprocuresurveyequipment,irrigationequipment,CameraTraps,Cages,soonandsoforth.Suchequipmentshallbeaccountedproperly,preservedsecurelyandusedwheneverthereisaneed.

20. Observing important occasions and days

A. Important State and National occasions like Rajyostava Day, Independence Day andRepublicDayshallbecelebratedinalltheofficeswithgaietyandfervour.

Notes:

36

B. Martyr’s day thatmarks the sacrificesmadeby the forest officers and staffwhile ondutyshouldbeobservedatalltheCircleOfficesandHOinaccordancewiththeprotocolprescribed.All staffandemployeesalso shouldactivelypartake in theWildlifeWeek,PlantingCampaignandotherdepartmentalevents.

C. Selected International Days likeWorldWildlife Day (3rdMarch), International Day ofForests(21stMarch),EarthDay(22ndApril),WorldBiodiversityDay(22ndMay),WorldEnvironment Day (5th June), International Tiger Day (29th July),World Elephant Day(12thAugust)etc.,shouldbeobservedbyorganisingexpertseminarsand lecturesontheimportanceofthesubjectmatter.

D. NationalflagmaybehoistedonallworkingdaysattheDivisionalOfficesandaboveiftheHeadoftheOfficesowish.Everytimetheflagishoistedandlowered,asaluteshallbegivenandnationalanthemshallbesunginvariably.Flagshallbeflownhalf-mast ifmourninghasbeendeclared.

21. Annual ReportAnnualReportistobepreparedbythedepartmentforeachfinancialyearbytheendofnextSeptember.Itsummarisesalltheactivitiesofthedepartment.Itprovidesabriefaccountofthetotalforestarea,changesmadetotheforestlandbywayoflease,releaseanddiversion,protection and management of forests and wildlife, yield and income derived, schemesimplemented and progress of expenditure, details of plantation raised etc. These detailswill beprovidedCircle-wise. Itwill alsodetail theachievementsof specialdutywings likeWildlife,WorkingPlan,Research,Training,Vigilance,Evaluation,ICTandsoonunit-wise.AgeneralaccountofHRrelatedactivitieslikerecruitment,trainings,promotions,retirements,disciplinaryactionwillbeprovidedforthedepartmentasawhole.TemplatefortheAnnualReportwillbecirculatedbytheStatisticalUnitinHOimmediatelyafterthefinancialyeargetover.ThereportshallbepreparedandsubmittedbytheCircleOfficersbytheendofAugust.HOwillconsolidatethedetails,preparethestatereportandsubmitittothestategovernmentinSeptembereveryyear.EventuallyitwillbeplacedbeforetheLegislature.AnnualReportisanimportantdocument.Italsohashigharchivalvalue.Henceofficersmustcarefullycompilethis reportandnot simplyparaphrase thepreviousyears’ reports.Annual reportmustbemeaningful,projectatrueandfaithfulaccountoftheaccomplishments instatisticaltermscomparedtothepreviousyear.Thereportsshouldmakeaninterestingreading.Statisticaltablesandgraphswhichmaycluttertherunningtextmustbeplacedintheappendices.

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37

Office Procedure

22. Types of official communicationsFollowing are the different forms of communications which may be used whiletransactingofficialbusinessinthedepartment.Eachformhasaspecificuseandinsomecases, aphraseologyof itsownwhich shouldbeobservedwhileusing thatparticularformofcommunication.

i. Circular:Thisformisusedforcommunicatingdecisionssimultaneouslytoalargenumberofpeopleoroffices,usuallyforinformationorcompliance.

ii. Demi-official letter: It is a less formal communication between government officersforexchangeof informationoropinionatapersonal level. It isusedbetweenofficersofequalrankorimmediatelysuperiororimmediatelyjuniorlevelofficers.Itisusedtoexpediteamatterwhichhasbeenofficiallydealtalreadyortoshareanimportantup-comingissue.

iii. Email: This is awidelyusedpaperless formof communication supportedby internetorintranet.Messagesreceivedthroughe-mailwillordinarilyberepliedinthesameway.Issuesemergingfrome-mailcorrespondencewillberecordedthroughanoteonthefileconcerned.Importante-mailsmaybeprintedandacopyplacedonthefileforreadyreference.

iv. Endorsement: It isabriefnotingusedforreturninganoriginalcommunicationtothesenderortosendittoanotherdepartmentortoanotheroffice.

v. Letter: It is the most common form of official correspondence. It begins with thesalutation ‘Sir/Madam’ asmay be appropriate and endswith the subscription ‘yoursfaithfully’.Alettercanbeordinary,urgentorexpressone.

vi. Notification: It is mostly used for issuing of statutory rules, orders, appointments,transfers,promotionsetc.InformationforthepublicnotifiedthroughthestateGazetteiscalledasGazettenotification.

vii. Office memorandum: It is used internallywithin the office for calling information orconveying a decision (e.g. Chargememo, show cause notice, passing of a bill or anestimate).Itiswritteninthirdpersonandbearsnosalutation.

viii. Office order: It isnormallyusedfor issuing instructionsmeant fordaytoday internaladministrationwithinthesameofficeincludingallocationofduties.

ix. Order: It is generally used for issuing certain types of financial sanctions and forcommunicating final decision in disciplinary cases, quasi-judicial proceedings by theauthorisedofficersandsoon.

Notes:

38

x. Proceedings: Thisformisusedtoconveythedecisionstakenbytheauthoritieshavingstatutorypowersorbygroupsofofficerswhentheyformallymeetoveranagendatodiscuss.

xi. Resolution: It is used for recording and communicating the decisions of collectivemanagementinstitutionslikeVillageForestCommittees,Eco-developmentCommitteesetc.

xii. UO Note:Ininformalnotebetweentwodifferentofficesofthesamedepartmentlocatedin the same headquarters. It is employed for obtaining clarification, advice, views,concurrence,commentsetc.,ortomakeaninformalproposalforacertaincourseofaction.

23. Modes of communicationOfficersmayuseanyofthefollowingmeansofcommunicationsappropriatetothecontext:

i. Advertisement: It is abrief communication inprintorelectronicmedia to interestedpersons and organisations about a proposed activity. It is usually carried in the dailynewspapers,radioandTV.

ii. Audio/video conference: Itisaconferenceinwhichparticipantsseparatedbydistanceareabletocommunicatewitheachotherinsoundandvision.Itisusedforeducation,training,reviewetc.,betweenpeople.Audiencecouldbedepartmentalofficers/stafforpublic.

iii. Bulletin: It isshortstatementorannouncementforbroadcastingpurpose(E.g.Tenderbulletin).

iv. Gazette publication:Itisanannouncementmadeinthegovernmentjournal.

v. Lecturing:Oneperson,usuallyanofficeroranexpertdeliveringatalktoseveralpeopleatatime.Itcanbetothegeneralpublic,subordinateofficers,colleagues,traineesetc.

vi. Notification on the Website: Notifying text messages, table, images etc., on thedepartmentalwebsiteforpublicviewing.

vii. Oral or personal communication: Message or information exchanged between twofunctionariesdirectlyinpersonorbytalkingtoeachotheronphone.Importantpersonalcommunicationsmustbefollowedbywrittenconfirmation.

viii. Press note/communiqué:Itisbriefwriteupusedtogivewidepublicitytoasubjectintheprintmedia.Pressnote is intendedtoserveasasourcedocumentwhichmaybeedited,compressedorenlargedasdeemedfit.Apresscommuniquéismoreformalincharacterthanapressnoteandisexpectedtobereproducedintactbythepress.

ix. SMS gateway: These are short messages sent across on mobile phones alerting

Notes:

39

the recipient(s) about an urgent action due, conveying a quick message or seekinginformation (e.g. Fire alerts, alert on wild animals, messages to candidates takingcompetitiveexaminations).

x. Social media:Itiscomputerormobilephoneandinternetmediatedsystemofallowingpeopletocreate,shareorexchange information,opinions,visualcontentetc., freeofcostamongthenetworkedindividuals.

xi. Wireless messages:Thisisasystemoforallycommunicatingveryurgentandimportantmessages on the departmental wireless system in accordance with the prescribedprotocol.Personal,privateorpublicmessagescan’tberelayedonthis.

xii. Writing: Most official communications take this form. Different types of officialcommunications have been listed in the section above. It can also take the form ofnewsletters,journalarticlesetc.

24. Rules of correspondenceThefollowingrulesmustbeobservedinofficialcorrespondence:

i. AllcommunicationsmustbeissuedinthenameofHeadoftheOfficeatalltimes.

ii. Type of communication appropriate to the context should be used withproperphraseology.

iii. Asfaraspossibleonetopicwillbeincludedinonecommunication.

iv. Thecontentsinanycommunicationmustbecomplete,condensedandwithouttoomanyenclosuresandcrossreferences.Repetitionsandunnecessarydetailsshouldbeavoided.

v.Official correspondence should always be done through proper channel. Directcommunicationwithofficerswhoaretwoormoreranksaboveshallnotbedone.Inallsuchcases,correspondenceshouldberoutedthroughthe immediatesuperiorofficer.Advancecopieshowevermaybemarkedtosuchofficersfortheirinformation.

vi. Communications addressed toofficersof equal or superior rankwithin andoutsidethedepartmentmustinvariablybesignedbytheHeadoftheoffice.CommunicationsaddressedtosubordinateofficersmaybesignedbytheTA/DCOortheMinisterialHeadforandonbehalfoftheHeadoftheOffice.Asfaraspossibleexecutiveofficersmustsignthepapers.

vii.Meetingproceedingsmustbesignedandissuedbytheofficerwhopresidedoverthemeetings.Otherproceedingsshallbeissuedbytheofficerwhoiscompetenttodoso.

viii.OfficersoftherankofAPCCFsandPCCFscanwritetotheStateorCentralgovernmenton

Notes:

40

issuesdealtbythem.Howeveronadministrative,policyandlegalmattersonlythePCCF(HoFF)canaddresstheGovernment.OthersshouldaddressonlytheHoD.

ix.DivisionandCircleofficersconcernedarefreetocommunicatewithAccountantGeneral,AdvocateGeneral,TaxAuthoritiesandofficersofotherdepartmentsdirectly.ButtheyshallnotaddresstheGovernmentinForestDepartmentdirectly.

x. CorrespondenceshallbeKannadalanguagewheneverpublicorGroupC&Demployeesareaddressed.

xi.Group‘A’officerscanusegreeninkforsigning.Allothersshoulduseblueink.

25. Emails to be the most preferred form of correspondenceE-mail is themostconvenientandeffectiveformofcommunication. It isan instantaneouscommunication,virtuallyfreeofcostandatthesametimeallowsconfidentialityoftheofficialcorrespondence.Henceitshouldbeusedliberallyasthefirstandmostpreferredchoice.Thefollowinge-mailprotocolmustbeadheredtowhilemakingofficialcommunications.

i. Officialcorrespondenceone-mailmustbedoneusingtheofficiale-mailIDprovidedbytheICTCentre.Easytoremembere-mailIDsin@aranya.gov.indomainwillbeprovidedtoalltheforestofficesuptoRangeOfficesbytheICTcentrealongwithpasswords.CFResearch,Ballariwillhaveemail [email protected];DCF,[email protected]; RFO, Shivamogga as [email protected] and soon. Complete listofalloffices inthedepartmentandtheir IDswillbepostedonthedepartmentalwebsite.Theyshouldbeusedforofficialcorrespondence.

ii. Inadditionto theoffices,allGroupAandBofficersareentitled forpersonalemail IDsfortransactingofficialwork. However,these IDswillnotbepostedonthewebsitebutcommunicatedpersonallytoindividualofficerstoprotecttheiridentity.TheseIDscanbeusedformoreimportantandurgentcommunications.ScannedcopiesofcorrespondencecanbemailedtopersonalemailIDsfollowedbySMSalerttotheofficertoexpeditereplies.

iii. Use of any private domain (e.g. gmail, yahoo, hotmail) is strictly prohibited for officialcorrespondence.Officiale-mailsonpersonale-mailIDandviceversaaredisallowed.Useofprivateemailsforconfidentialorselectofficialdocumentsshallattractdisciplinaryaction.

iv. Password of official e-mail should not be sharedwith personal or subordinate staff. Ifcircumstancesneedit,thepasswordshouldbechangedassoonaspossible.ThepasswordofofficialandpersonalIDsmustberegularlyupdatedatleastonceinsixmonths.

v. Asfaraspossible,officee-mailIDsmustbeusedforofficialcorrespondencetoensurecontinuityof the record in theeventof transferor retirementof the incumbent.TheMinisterial Head of the Office shall be incharge of the official e-mail ID. He/shewill

Notes:

41

personallyopenthee-mailsandrecordthedetailsofmailsreceiveddailyinaregisterintheundermentionedformat:

eMails Register

Officeof____________

Sl no Time & Date of receipt

From whom received

Subject matter

Action required

To whom entrusted

Date of forwarding the

e-mail

Whether complied

with

Date of reply

Initials of Manager

vi. It may not be necessary to print all e-mails and their attachments. Simple matterswhich the Office Manager can dispose routinely can be done so. Only importantcommunicationsandtheirattachmentsmaybeprintedandputuptotheHeadoftheOfficeforhisinformationandfurtherinstructions.

vii. Appropriatesalutationshouldbeusedtoaddresstherecipient.Textofthee-mailmessageshouldbeconcise,crispandtothepoint.Extensivedetailsshouldgoasattachmentswithclearandmeaningfulfilenames.Draftdocumentshouldbeattachedineditableformati.e.MSWord,PowerPoint,Exceletc.Finaldocumentshouldbesentinpdfformat.Thesendermustmentionhisfullname,designation,andcontactphonenumberattheend.

viii.Onlyofficiallanguageshouldbeusedwithoutunnecessaryabbreviations,picturesetc.E-mails should be read carefully for one final time prior to sending for ensuring theaccuracy(grammatical/typographical/punctuationmistakesetc.,)ofthecontent.

ix. All official communications exchanged on the e-mail shall be deemed to be officialcorrespondence.Ordersonstatutoryandfinancialapprovalsshouldbepassedinhardcopy, scanned and should be sent as an attachment. Such approvals shall never beaccordeddirectlyonthee-mails.

x. Itisimportanttomaintainthesame‘threadofconversation’byusingthe‘Reply’tabofthesamee-mailuntilthetaskiscompletedinallrespects.Thiswillhelpinmaintainingtheflowofconversation.Ifreplyiscomposedonaseparatemail,itwillbetreatedasanewthreadandtheconnectiontothepreviousmailswillbelost.Thisshouldbeavoided.

xi. Whilereplyingtoane-mail‘ReplyAll’optionshouldbeusedifallothershavetobekeptinthecommunicationloop.Otherwise,replyshouldonlybetotheselectedrecipient(s).

xii. If several questions or points are to be answered, reply should be point by pointpreferably inatabular formatas itwouldbeeasyfortherecipienttounderstandthereply.Suchcompositionscanbedoneseparatelyinworddocumentsandcopiedontothee-mailafterthetextisapproved.

Notes:

42

xiii. E-mailsshouldberepliedquicklyandwithoutunduedelay(notmorethan3days).Ifitisnotpossible,aninterimreplyshouldbegivenindicatingthetimebywhichadetailedresponsewouldbesent.Finalreplyshouldbesentaccordingly.Timeschedulemustbeadheredto.

xiv. Secretandconfidentialofficecommunicationmustbeavoidedovere-mailsunlessthereis surety that the recipientwill handle themessage herself/himself. Do not use groupe-mails fordiscussingconfidentialmatters.However, theycouldbepasswordprotectedandemailed.PasswordcouldbesharedthroughanothermediumsuchasSMS,Phoneetc.,

xv. E-mailsshouldalwaysbeconfiguredonoutlookexpresssothatsortingofthemails iseasy.

xvi. Suspectedspammailsshouldnotbereplied.Similarlyunsolicitede-mailsshallnotbecirculatedtoothers.Careshouldbetakenaboutpotentialvirusattacks.

26. Using wireless system for office workWireless system is primarilymeant for forest protection purpose. It can also be used forsendingandreceivingurgentcommunicationsaboutofficeworkslikecallingforurgentreports,officers’inspections,VIPvisits,nominationsfortrainings,emergencypersonalmessagestostaffworking in remoteareas,urgentmeetingnotices,monitoringof longpending issues,informingthedevelopmentsinrespectofcourtcasesetc.Messagesshouldbebrief(notmorethan100words)andshouldnotengagethesystemformorethanthreeminutesatatime.Itshouldnotcontainanysecretorconfidentialinformation.Themessageshouldbefirstsenttothewirelessoperatoronamessageslip.ItwillbereceivedanddetailswillbetakentotheWirelessMessagesRegister.Outgoingmessagewillbeconveyedassoonaspossibleandthedeliveryofthemessagewillbeconfirmedonthemessageslipitself.Itwillthenbereturnedtotheoriginatorofthemessage.Similarlyincomingmessageswillbenotedonthemessageslipanddelivered to theOfficeManager.Wirelessmessageslipswillbe treatedasofficialcommunication.FormatoftheWirelessMessagesRegistersshallbeasunder:

Wireless Messages Register

Officeof_______________

Date Time Message number

Type of message (IN/

OUT)

Message from Content Message to Time of

intimation

Receipt confirmation

number

Message conveyed

by

Signature of wireless operator

Remarks

Notes:

43

Handling of Tappal

27. Registration and clearance of tappalTogetherallincomingandoutgoingpaperbasedcommunicationsarecalledtappal.IncomingtappalisreceivedandoutgoingtappalisdespatchedattheClearanceorTappalDesk.TherewillbenosuchDeskinRangeorSub-DivisionalOffices.RegularOfficeAssistantwillattendtoclearanceoftappalalso. InDivisional,ZonalandCircleoffices,HelpDeskAssistantoraseparateOfficeAssistant(SDAorFDA)willhandlestappaldesk. Sincethevolumeofworkis high, aCentralRegistryheadedbyaDeskOfficerwill handles thiswork inHeadoffice.Generalprocedureforhandlingthetappalshallbeasfollows:

A. Receipts:Incomingtappalisreceivedbyfourdifferentchannelsnamely:

i. Physical delivery ofmail deliveredby the local post office constitutes thebulk oftappal. Local post may be delivered by messenger boys. Sometimes public maypersonallyvisittheofficeandsubmitpapersdirectly.Somepostmayalsobereceivedbyprivatecourierservice.

ii. E-mails and fax messages may be received directly by the office or the officersconcerned.

iii. Wireless messages may be delivered throughout the day directly to the personconcernedintheoffice.

iv. Onspecificoccasions,onlineapplicationsmaybereceivedbytheICTcentredirectly.

B. Processing of receipts

i. Mails areof two types.Generalmail iswhat is addressedbydesignation. Specialmailiswhatisaddressedbythenameoftheofficerorthosewhicharemarkedasconfidential/secret.Generalmailcanbeopenedbyanyauthorisedperson.Specialmailshallbeopenedonlybythepersontowhomitisaddressed.ConfidentialandsecretmailscanbeopenedbytheHeadoftheofficealone. Inhe/she isawayforsometimetheTA/DCOmayalsoopensuchmails.

ii. Mailsreceivedineveryofficewillbedatestampedandenteredinthe‘ReceiptsRegister’inserialorderwhichwillcontinueforthewholemonthinthefollowingformat:

Receipts Register

Officeof____________

Sl no Date received

From whom received Ref no Subject

matterAddressed To whom

To whom delivered Remarks Signature of the person

receiving the mail

Notes:

44

iii. InRangeandSub-DivisionalOffices,theOfficeAssistantwillopenthegeneraltappal,enterthedetailsintheRegisterofReceiptsandsubmittheentiretappaltotheHeadoftheOffice.

iv. In Divisional, Zonal and Circle Offices the Clearance Desk Assistants will openregulartappal,makenecessaryentriesintheRegisterofReceiptsandsendittotheMinisterialHeadoftheOfficealongwithspecial(unopened)mails.

v. Head Office receives mails in bulk. In view of this, a Central Registry has beenestablished.Clearancedeskshallacknowledge tappaldeliveredpersonallyor sentby registeredpost/speedpostorbycourier.Mailaddressed toconstituentofficesisclassifiedattheCentralRegistry.Generaltappalwillbeopenedandcheckedforattachmentsmentionedinthemail.Ifattachmentsarenotactuallyfound,itwillbenotedinredinkonthefirstpageofthemail.TappalreceivedwhetheropenedornotwillbegivencomputerregisternumberbasedonLetterMonitoringSystem.Aprintoutofthereceiptsin‘ReceiptsRegister’formatwillbetakeninduplicateandthetappalalongwiththisstatementwillbedeliveredtotheMinisterialHeadofeachconstituentoffice.Receiptoftappalwillacknowledgeonthestatementaswellasonline.Anymis-senttappalwillbereturnedtotheCentralRegistry.

vi. List ofmails receivedeachday anddelivered internally shouldbe closeddaily bycrossingalineattheendoftheReceiptsRegisterandsignedbytheAssistanthandlingthe.Similarlyaclosingentrymustbemadeinthecomputer.

vii. NomailshouldremainundeliveredfromtheClearanceDeskoneachworkingdayunlessthereceiptarrivedafter4.30PM.Otherformsofmailssuchase-mails,faxmessages,wirelessmessageswillbeaddedtothelistofinwardtappalbythepersonreceivingsuchmails.BulkreceiptsbytheICTcentrewillbedelivereddirectlytotheofficerconcernedunderacknowledgementaftertheduedateisoverinthemannerinwhichitisdesired(softcopy,hardcopy,CD)inonelumpsum.Backupcopiesmayberetainedforfuturereference.

viii. Somemailsandurgentmessagesmaybereceiveddirectlyattheofficeorbyofficersintheirpersonalnames.Urgentpersonalmailsarrivingafterofficersmighthavebeendeliveredtotheofficersattheirresidence.Somemailsmaybedeliveredinpersonbysubordinateswhentheyvisithigheroffices.Allsuchmailsshouldbeaddedtothetappalassoonaspossible.

ix. Important communications like Legislature questions, parliament questions, courtsummons etc., and any communication marked as ‘very urgent’ received at theclearing desk should be delivered immediately to the office. They should not bemixedwithregulartappal.

Notes:

45

x. Informationcontainedinthecommunicationsshallnotbesharedbythestaffattheclearancedeskwithanyone.Norcantheyholdbackdespatchordeliveryoftappalortamperwithordestroyanycommunicationinpartorfull.

C. Preliminary action on the tappal received:TappalreceivedbytheMinisterialHeadfromClearanceDeskwillbequicklysortedoutsection/deskwise,affixedwiththedatestampoftheoffice,urgencygraded(as‘immediate’,‘urgent’,‘priority’,‘important’etc.)inredink,initialled,placedonafileboard.Tappalreceiveddirectlyattheofficewillalsobeadded.Unopenedcoverswillbeplacedontopofthefileboard.EntiretappalshouldbesenttotheHeadoftheOfficewithacopyofthe‘DailyStatementofReceipts’fortheday.HeadoftheOfficeshouldgothroughtheentiretappalevenifitisbulkybecauseitservesasthegatewaytoascertaintheefficiencyofworkingoftheofficegenerally.Delayscanbedetectedandremediated.

D. Action by the Head of the Office:He/shewillfirstopenthespecialmailsandtakefurtheractiononthemasmaybenecessary.ImportantreceiptsmaybeentrustedtothePS/PS/TA/Managerortoanyotherreliablepersonintheofficealongwithaplanofactionfortheirfinaldisposal.Theperson(s)entrustedwiththetaskwillbepersonallyresponsibleforbringingthemtoalogicalend.HeadoftheOfficewillthengothroughtheremainingreceipts.Insimpleandclearcases,he/shewillgiveclearandunambiguousinstructionsontheleftsidemarginonfurtherdisposal.Inrespectofothercases,he/shemaycallthesubordinatesconcerned,haveabriefdiscussionandnotefurtherinstructions.Inmorecomplicatedcaseswhichrequirereferencingtolaws,rules,regulations,precedenceetc.,thepapershouldbemarkedtobeputuponthefile.Justforinformationpapersmaybesimplyinitialled.Tappalshouldbescrutinisedcarefullyatthisstagetodetectdelaysbylookingatthereferencescited,remindersreceived,incompleteorineffectiveresponses,unnecessary or avoidable correspondence etc., andput the concerned staffon alert.ThenthetappalwillgotoTA/DCO.IncaseHeadoftheOfficeisnotavailableintheofficetappalwillbeplacedbeforetheTA/DCOwhowillfollowsimilarprocedureanddisposethetappal.However, lettersaddressedtotheHeadoftheofficebynameshallnotbeopenedbyTA/DCO.Theycanonlybeopenedbytheaddresseeandacteduponasperhis/herinstructions.

E. Action by TA/DCO: He/shewillquicklyglancethroughthetappal,pickupreceiptsrelatedtopetitions/complaints/publicgrievances;takenoteoftheinstructionsissuedonrestofthepapersandpassonthetappaltotheOfficeManager.TheTA/DCOwillpersonallytakeactiononpetitions/complaints/publicgrievances.InofficeswherethereisnoTA/DCOpost,suchpaperswillbelookedafterbytheHeadoftheOfficepersonally.

Notes:

46

F. Action by the Office Manager:OfficeManagerisresponsiblefordetailedscrutinyandinitiatingfurtheractiononthereceipts.He/shewillgothroughthetappalforthesecondtime,takenoteof the instructionsof theHeadof theOfficeandTA/DCOandgetthetappaldistributedtothesubordinates intheoffice.Whereaparticularreceiptrelatestomore thanone section/desk,he/she shouldmakephotocopiesof the receiptandnotetheinstructionsforeachsection/deskonthelefthandmargin.TheOfficeManagermaydiariseimportreceiptsandthendistributethetappaltovarioussections/desksforfurtheraction.Bythisstage,instructionsshouldbeavailabletotheDeskOfficers/DealingHandsonalmostallreceipts.TheOfficeManagerwillkeepawatchontheresponsetothereceiptsandensurethatnoimportantpaperremainsunattendedformorethan7days.He/sheshouldensurethisbyaweeklyreviewoftheDeskDiaries.

G. Action by the Brach Officer/Section Officer: Once tappal has been received at theBranch/Section office, the officer concerned will indicate the Desk Officer/DealingHand towhich the paper is assigned and get them further distributes to the DeskOfficerorDealingHandasthecasemaybeonthesamedaywithanyinstructionsthathe/shemayhave.HeisnotrequiredtomaintainanyseparateregisterorstatementbutrelyuponthestatementoftheOfficeManagerandtheDeskRegistermaintainedbytheDeskOfficer/DealingHand.

H. Action by the Desk Officer/Dealing Hand:He/sheisthefinalpersonwhoisresponsibleforactualdisposalofthereceiptinaccordancewiththeinstructionscontainedonthereceipt.Evenifnoinstructionshavebeenreceived,he/sheisdutyboundtoprocessthereceiptsasper the rules.As soonas the tappal is received,hemustenter them inapermanent ‘DeskDiary’. EveryDealingHand from the lowest tohighestoffice shouldmaintainthisdiaryinthefollowingformat:

Desk Diary

Name/numberoftheDesk____________NameoftheStaff_________________________

Sl no

Receipt number

Date received

From whom

received

Subject matter Ref no Urgency

grading

New or old case

File/Case no

Due date for

reply

Date of

reply

How disposed Remarks

Subjectspecific‘SpecialDeskDiaries’maybeopenedwhenlargenumberofaparticularkind of receipts are expected to be received and processed (e.g. jobs applications inresponse to departmental advertisement, Forest Offence Cases, common periodicalsandreturns)orwhenthesubjectdeservesspecialattention(e.g.courtortribunalcases,Assembly/ParliamentQuestions,RTI/SAKALAapplications).Inallsuchcase,theformatshallbeasprescribedintherelevantAct,RulesorRegulation.Ifitisnotthere,Headof

Notes:

47

theOfficewillprescribetheformat.EachreceiptshouldbeattendedaspertheurgencygradingandactiontakenshouldbeenteredintheDeskRegister.BranchOfficer/SectionOfficerwillchecktheregisterandensuretimelyaction.

I. Letter Monitoring System: Information maintained by the Receipts & DespatchSection,OfficeManagerandtheDealingHandshouldbeintegratedthroughacommonLetterMonitoring System (LMS). If LMSexists, theGeneralDeskDiary neednot bemaintainedseparately.Detailsavailableonlinecanbeusedinstead.LMSshouldhavethefacilitytoquerywhetherthereceipthasfinallyreachedtheDealingHandandinwhichfileorcaseitisbeingdealt.Thequerysystemshouldbeopentopublicviewingifthereceiptnumberisknown.

J. Receipts not to be defaced by any functionary:Incomingcorrespondenceshouldnotbedefacedbyunderliningorbyhighlightingthetext.Whenattentionissoughttobeinvitedtoaparticularlineoraparagraph,thatportionshouldbeindicatedbydrawingaverticallineontherighthandmargininredinkandreferencedusingacapitalalphabetatthetimeofnotingonthefile.

28. Rules for despatch of outbound mails i. InRangeandSub-DivisionalOffices,theOfficeAssistantwilldothedespatchofoutbound

maildailyasapartofhis/herroutinework.

ii. Inallotheroffices,clearancedesk/sectionwillundertakedespatchofoutboundmailsin the afternoon. Any communication to be despatched should be delivered to theclearancedesksbytheDealingHands/DeskOfficerslatestby2PMfordespatchonthesameday.Maildeliveredafter3PM,unlessveryurgentwillbedespatchedthenextday.

iii. Staffattheclearingdeskwillreceivethefullsetofpaperscompleteinallrespectsfordespatch (e.g. marking the date of communication, attaching the enclosures, pagenumbering and ensuring that all pages are arranged in proper order). He/she willacknowledgethereceiptofmailfordespatchontheofficecopybyaffixingadespatchstampcontainingtheserialnumberofthedespatchfortheday,dateandtimeofreceipt.Confidential/secretcommunicationsshallbeenclosedinasecuredsealedcover;securitygradedandhandedoverunderacknowledgement.Officecopyneednotbeshowntothedespatchstaff.JustanacknowledgementaboutasealedcoverwillbeobtainedfromDespatchAssistantandplacedonfile.

iv. ItisthedutyoftheDealingHands/DeskOfficerstoprovidesufficientnumberofcopiesofcommonmailssuchasGOs,circulars,meetingnotices,reportsetc.,totheDespatchAssistant.Theclearingdeskwillreceivealltheoutboundcommunications;sortthemoutbyaddresseeandplacethemin labelledpigeon-holes. Immediatelyafter lunch,mails

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placedineachpigeon-holewillbetakenout,listedintheDespatchRegister,placedinasufficientlybig,secureenvelopandweightnotedalongwiththedetailedpostaladdress.Sealedcoverscontainingconfidentialorsecretcommunicationswillalsobeplacedinthesameenvelop.Theremustnotbemorethanonecoverforeachaddresseeonanygiven day. However, important documents like cheques/DDs, bills, service registers,legaldocuments,show-causenoticesetc.,shouldbesentseparatelybyregisteredpostacknowledgementdueorinaninsuredcover.Inallsuchcases,thenumberanddateofcommunicationwillbewrittenontheacknowledgementcardtofacilitateitsproperfilingwhenitcomesbackfromtheaddressee.Formatofthedespatchregistershallbeasfollows:

Dispatch Register

Officeof______________

DateSl no of the cover

List of documents included How sentStamp value

affixedInitials of

despatcher RemarksRef no Subject

matterOrdinary

postRegistered

post Any other

v.For inlandmail IndiaPostalServicesmustbeused.Mailsmustalwaysbesentby thecheapestmodeofdispatch(letterpost,bookpacketandunregisteredparcel)consistentwith the post office rules. All mail covers should bear the complete address of theDespatchDesksothatincaseofnon-delivery,itcanbereturnedsafely.Servicestampsofsufficientvalueshouldbeaffixedonthecovers.Stampsofhigherdenominationshouldbepreferred.Mailcoversshouldbegiventhesuperscription‘OnIndiaGovtService’andsealedproperly.Inofficeswheredespatchisdoneinbulk,beforesealing,thesupervisorshouldcheckthecontents,stampvalueetc.,onceagainandconfirmit.All thecoversthus preparedwill be dropped in the post boxwell before the last clearance for theday.Ifdelayed,thedespatchmustbepersonallydeliveredatthepostofficealongwithregisteredletters/parcelsonthenextdayforfirstclearance.

vi. Overseasmails should be sent through reliable courier services. Service stamps orgeneral India Stamps should not be used in such cases. Similarly letters which aredelivered late in the day but are required to be mailed immediately may be sentthroughreliablecouriersservices.

vii. Required quantity of service stampsmust be purchased once in a fortnight. Wherestampsare in short supply, stamps required for thewholemonthmaybepurchased.Alternativelyfrankingmachinesmaybeused.

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viii. Dispatchershouldkeepanaccurateaccountofthepostagestampsuseddaily.AnabstractofsummarythevalueofstampsusedandstampsinstockshouldbementionedintheDespatchRegisterattheendofeveryweek.

ix. As far as possible despatchmust be done electronically by the respective offices tominimize delivery time, reduce paperwork and postage cost.Mailing of hard copiesshould be limited to cases where it is absolutely necessary. For meeting notices orroutineadministrativecirculars,theSMSgatewaymustbeusedinsteadofletters.

Localmailssuchastreasurybills,cheques,DemandDrafts,importantcommunicationsaddressedtolocalauthoritiesetc.,mustbedeliveredthroughspecialmessengers.Likeallotherdespatches,itshallalsobecentralised.Localmailswillbedeliveredonceaday.Obsoleteformsanddiscardedone-sideprintedpapersetc.,maybeutilizedformakingenvelopes for localdelivery.Messengerbooksshouldbecheckedon thenextday fortimelydelivery.Formatofthe‘LocalDeliveryBook’shallbeasfollows:

Local Delivery Book

Officeof___________

Date Sl no To whom addressed Ref no Subject

matterSignature of the receiver

Date of delivery Remarks

29. Security grading of correspondenceCorrespondencewhetheritisinwardoroutwardcanbeclassifiedintotwobroadcategoriesnamely ungraded and security graded. Within the graded category, there are two typesnamely‘confidential’and‘secret’.Confidentialcorrespondencecontains informationwhichisofpersonalnatureandcouldcauseembarrassmentifdisclosed(e.g.AnnualPerformanceReports, Annual Property Returns, disciplinary proceedings, Lokayukta/vigilance cases,personalmisdemeanours).Secretpaperscontainsuchinformationunauthoriseddisclosureofwhichwouldcauseseriousinjuryorlosstothedepartment,governmentorpublicinterest(e.g.Appointments, transfers/postings,examinationpapers,dossiersonknownsmugglers,action being planned against illegal activities, Upset price). Papers which may be secretor confidential until the occurrence of some particular event or announcementmay notbe treated as such afterwards. The following procedure shall be followedwhile handlingconfidentialorsecretcorrespondence:

i. Confidential papers should not be mixed with the regular mail or files but shouldbe separately recorded, handled and kept under the personal custody of reliablesubordinates.Secretpapersarethepersonalresponsibilityoftheofficersconcerned.

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ii. Papersmarkedsecretorconfidentialshallalwaysbeaddressedtoanofficerbynameonly.Otherwiseitwillnotbedeemedtobeconfidentialorsecret.Confidential letterscouldbesentbyregisteredpost.Secretletters/packetsshouldbesecurelycourieredorhanddelivered.

iii.When sent by post confidential/secret papers shall be enclosed in double covers ofwhich the inneronewillbesealed,marked ‘confidential’or ‘secret’andsuperscribedwithsenderandreceiver’saddresses.Theoutercoverwillbeartheusualofficialaddress.Subjectmatterorletternumberwillnotbewrittenonanyofthecovers.EntriesinthereceiptsandDespatchRegistersshouldbemadebasedontheinformationcontainedintheaccompanyingslipswhichshouldbeverygeneral,sufficientmerelytoadmithandlingofsuchpapers.

iv. Ifitisapacketlabelledassecret,itmustbesecurelypackedandtheenvelopwaxsealedwith amonogram of the office embossed on it at places vulnerable for tampering.Alternatively, it couldbeput in a lockedbox; lockenclosed in a cloth and sealedasabove. Keys shouldbedelivered to the recipient separately. Secretpapers couldbeproperlyenclosed,sealedandsentcourierservicetakingduecarenottodisclosetheidentityofitscontents.

v. Confidentialorsecretdocumentsshouldneverbetransmittedbyfaxorbyemail.Atthereceiptstage,anycoverorparcelmarkedconfidentialshallnotbeopenedbythestaff.Itwillberecordedinthereceiptsregisterasconfidentialorsecretasthecasemaybeanddeliveredunderacknowledgementtotheofficersconcerneddirectly.Onlyofficerswillopenthem.

Handling of Files

30. Composition of a fileOpening,handling,closingandrecordingofthefilesandregistersistheverycommonandimportantofficework. It isdoneroutinely inall theoffices.Auniformsystemofopening,numbering(i.e.indexing),maintaining,closingandrecordingoffilesshallbefollowedinalltheoffices.Efficiencyofofficeworksdependsonhowwellandsystematicallythefilehandlingworks isorganised. The followingproceduresmustbeadhered to inhandlingoffiles anddisposingofficialmatters:

A. Composition of a file:Afilehasfourpartsnamely:

•Filecover,

•Correspondenceportion,

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•Notesportion,and

•Docketingabstract.

i. File cover: Itismadeofhandmadepaperindocumentsize,foldedverticallyatthecentreandprovidedwithtwopunchholesoneachflapontheguttersidefortyingpaperswithlace.Everyofficewillpurchaserequirednumberoffilecovers,fileboardsetc.,annually.Filecoversshallbeprintedwithnameoftheoffice,nameofthedesk,subjectmatter,filenumber,dateofopening,dateofclosingandotheressentialdetailsonthefacepage.

ii. Correspondence portion: Righthandsideofanopenfileisreferredtoascorrespondencefile (CP).This is theplaceforholding ‘PapersUnderConsideration’ (PUC). Itcontainsall the communications received from outside including printed copies of electroniccommunicationsandtheofficecopiesofthefinalcommunicationactuallyissued.Thesepapers arefiled in chronological order andtied togetherneatlywith a longfile lacepassing through the twopunchholeson thebottomcoverof thefile. Latestpapersareplacedontop.Unlessspecificallyrequiredenvelops,remindersissuedtoovercomedelay(wherejustanotingontherelevantpageofthePUCisgenerallysufficient)anddraftrepliesarenot tobepreservedon thefile.Allpagesexcludingblankpagesarenumbered on top using romannumerals (e.g. 1, 2, 3…). Filing of receipts should besystematictogivetheappearanceofabooktothecorrespondenceportion.

iii. Notes Portion: Left hand side of an open filewhere internal notes of the office arerecordedonseparatenotesheetsiscalledastheNotesPortion(NP).Thesearedocument(lightgreencoloured)sheetsprintedontopwiththenameoftheoffice,spaceforfilenumberandpagenumber.Notesheetsareprinted,kept readyaspads inofficesanddistributedtotheusersasrequired.Eachpageofthenotesheethasbordersprintedonit(2inchmarginonthetopandlefthandsideand1inchonothersides).NotesheetpagesinafilearenumberedusingRomanNumerals (e.g. I, II, III…;Number10 is indicatedusingX;number50withL;andnumberhundredwithC;andthenthecyclerepeats).AbriefnoteonthePUCisfirstdraftedbytheDealingHandinshortparagraphs,eachdedicated toone issue.Paragraphsarenumbered inArabicnumerals (e.g.1,2,3,...).Sub-Paragraphsifanyarenumberedusingsmallalphabets(e.g.a,b,c,…).TheDealingHand/DeskOfficerwillaffixhis/herdatedsignatureandsubmitthefiletothenexthigherauthoritybymarkinghis/herdesignationattheendofthetextonthenotesheet.Afterhis/hernoting,thefilewillbemarkedtonexthigherauthorityinthesamemannertillitreachesthetableofDecisionTakingOfficer.Duringtheupwardjourney,comments/remarksbyeachofficial in thehierarchy are given in separateparagraphs. After thedecisionistaken,thefilewillreturntotheDealingHand/Deskofficerinthesameroute.Onthereturnjourney,allfunctionariesbelowtheDecisionTakingOfficerwillsigninone

Notes:

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singlerowmarkedasoneparagraph.Notesheetsaretiedtogetherneatlyusingafilelacepassingthroughthetwopunchholesontheupperfilecover.Notesheetsarefiledfrombottomupsuchthatthelatestnotesheetsareavailableontop.Atleasttwoadditionalblanksheets(calledcourtesysheets)shallbeplacedatthetopforcontinuingthenotesasthefilemovesupanddownthehierarchy.

iv. Docketing abstract:Docketing isnothingbutanchoringa receipt toafilesuchthat itcan’tbelostsightofinthefirstplaceandfurtherworkproceedsonthebasisofPUClateron.Thereceiptistakentothecorrespondencepartofthefile,givenapagenumberinseriatimanddetailsareenteredonthenotesheet.Ifactionisrequiredonthereceipt,then itwillbeflaggedasPUC.Notingon thePUCwill continueon thenotesheettillfinalordersarepassed.Thisshouldbedoneeverytimeareceiptistakentoafile.Forcheckingwhetherallthereceiptshavebeendocketedproperlyandrespondedintime,adocketingabstractismaintainedontheinnersideofthefilecovers(firstonthefrontcoverandthencontinuedonthebackcover)inthefollowingformat:

Docketing Abstract

Section/Branch_______________Filenumber____________________NameoftheDesk_____________Inward communication Outward communication

Sl no

Receipt no

File page number

Date received

Reference number

Subject matter

Action to be taken

Due date

Sl no

Reference number

File page number

Date of reply

Action complete?

Initials of the DH

Atthetimeofprintingthefrontmatteronthefacepageofthefilecover,innersideofthefilecovershallbeprintedwithabovetablein landscapeformat. Ifanyfilecoverdoesnothavetheabovetableprintedalready,orifthespaceprovidedisexhausted,theabovetablemaybeprintedonwhitepaper(s)andpastedontheinnersideoffilecoversandused.Abstractmustbeupdatesassoonasareceiptisdocketedandwheneverareply is sent. Itmustbe checkedat thetimeof table/office inspection to judge thepromptnessinresponse.

31. Type of filesFilescanbebroadlycategorisedintothefollowingseventypesnamely:

i. Guard Files or Reference Files: AllGazettenotifications,GovernmentOrders,circulars,directions, standing instructions, amendments to Acts, Rules, Regulations, Codes,departmental instructions on forestry and wildlife etc., which have reference valueshould be filed in these files. There should be oneGuard File on each one of them,particularlyintheissuingofficesastheyconstitute‘officeofrecord’forthesesubjects.All other offices should also set up Guard Files on similar lines. One Guard File ismaintainedforeachAct,Rulebook,Codeetc.Thoseissuedbyspecificdepartmentsin

Notes:

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thestategovernmentlikeDPAR,FinanceDepartment,ForestSecretariat,Directorateofe-governance,SocialWelfareDepartmentetc.,alsoshouldbefiledonseparateGuardFiles.AnindexofthepapersfiledintheGuardFileismaintainedonthelefthandsideofthefileandcommunicationsreceivedarefiledontherighthandsidechronologically.OfficeManager is responsible for compiling three sets of Guard Files, one set to beretainedbyhim/her,onesetfortheTA/DCOandonefortheHeadoftheOffice.EachdealinghandshouldhaveGuardFilesrelevanttohisareaofwork.

ii. Dedicated case files: These files deal with one particular case only. Casemay relatetoaperson,ascheme,anactivityoran issue.File includesnumerousbackand forthcommunicationsonthesubjectmatterwhichmaygoonforquitesometime.Eachcaseisdealtonaseparatefile(e.g.settlementofnotifiedforests,forestlanddiversioncases,treefellingpermissions,tenders,contracts,recruitment,vigilanceenquiries,disciplinaryaction,personalfiles, compassionateappointments,pension settlement cases). Someof these filesmay run for several years and even a fewdecades. In the process, thefile couldbecomebulky.Nofile shallhavemore than200pages inall (notesportion+correspondenceportion). If itexceeds,asecondvolumeof thesamefileshouldbeopenedwiththesametitleandlabelledasvolumeII,IIIandsoon.Butallthevolumesshouldbepreservedtogether.

iii. Group files: AGroupfileincludesseveralcase-letsrelatedtoacommonsubject.Lifeofeachcase-letisactuallyquiteshort.Verybriefandroutineactionlikeonetimeapprovalisrequiredfordisposingthem.Theremaybemanysuchcase-letsinayearfiledinthesamefile (e.g. estimates, completion certificates, RTI applications, parliament or assemblyquestions, forest offence cases, Darakasth files, anonymous petitions, casual leaveapplicationsofemployees,GPFadvancesetc).Agoodnumberofcasesmaybereceivedduringtheyear.Creatingaseparatefileforeachcaseisnotnecessaryasitwouldleadtoopeningofhundredsoffileswhichmaybeseldomrevisited.Similarlynotingseparatelyforeachcaseandlinkingthemtorelevantpapersonthecorrespondenceportionofthefilebecomesdifficult.Inallsuchcasesasinglegroupfileshouldbeopenedandallcase-letsshouldbefiledinthatfile.

Case-letsareprocessedbasedonastandardcriterion.Henceasuitablechecklistshouldbepreparedforfurtherprocessing.Thereisnoneedtowriteadetailednoteoneachcase-let.Therewillbeasmanychecklistsas therearesubjectsof suchnature.Whenaproposal isreceived,itshouldbedocketedintoabuffcolouredjacket;givenuniquecase-letnumber(e.g.SanctionedOrderorSONumber)andasuitablesuperscription;achecklistattachedinplaceofnotesheetandthepapersareputupforapproval/sanction.Onceapproved,replyisalsosentinstandardizedformat.Afterthis,thecase-letfileistakentotheGroupFile.

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Groupfilesshouldbeopenedannually. If thereare toomanycase-letsandthefile islikelytobecomebulky,unit-wise(e.g.Range-wise)orscheme-wisegroupfilesmaybeopened.Often,separateregistersmayhavebeenprescribedbytheActs/Rules/Manuals/codeswheremoredetailedinformationistoberecordedandmaintainedasapermanentrecord(e.g.EstimatesRegister,ForestOffenceCasesRegister).Theyshouldbeupdatedasandwhenthecase-letsarereceivedandprocessed. In respectofRTI,SAKALAandanyotherapplicationsfiledunderspecificstatutes,arubberstampshouldbeaffixedattheendoftheapplicationtoindicatethedateonwhichapplicationwasreceived;dateonwhich the information/servicewasprovidedand the signatureof thepersonwhorendered/receivedtheservice.Documentingtheactiontakenoneachapplicationisamandatoryrequirementandsuchdetailsshouldberecordedontheapplicationitselfforeasycrossverification.

A contrasting situationmayemergewheremany case-letsmayemerge froma singlefileorreport(e.g.audit,officeinspection,ForestManagementAudit,evaluation).Theagencyorofficerwhoundertookthetaskmaygiveasinglereportwhichcomprisesofseveralsubjects.Issueshavetobedisaggregatedandeachmattershouldbedealtasacase-lettill it isbroughttoa logicalend.Themainreportorfilewill remainactivetillalltheparagraphs/issues/case-letshavebeensatisfactorilyresolvedandacompletion/closurereportisfiledonallofthem.Suitableentriesontheclosedpartsofthereportsmaybeenteredontherelevantpageofthemainreport/file.Thefullfile/reportistobeclosedafterallissueshavebeensettled.

iv. Compilation and reporting files:Severalstatisticalreturnsandreportsaretobefurnishedtohigherofficesandalsotothegovernmentfromtimetotime.Informationisobtainedfromloweroffices,compiledandfinalreturn/reportsubmittedasperthecalendarofreturns.Foreachsuchcase,acompilationfileshouldbeopenedatthebeginningofthefinancial year.A checklist showing theduedates for periodical submission shouldbepastedontheinnersideoffrontcover.Formatoftheindexsheetshallbeasunder:

Periodical Checklist

Nameoftheoffice:Nameoftheperiodical:Duedateforreceiptfromunitofficers:Duedateforsubmission:

Sl no

Name of the unit

Actual date of receipt of the return/periodical

Jan Feb Mar Apl May Jun July Aug Sep Oct Nov Dec remarks

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Date of submission to higher office

Initials of Dealing Hand

Columns3to14couldberevisedappropriatelyincaseofquarterly,halfyearlyorannualreport.Whenevertheperiodical/return isreceived,actualdateshouldberecorded inthechecklist.Onceinformationisreceivedfromallthesubordinateunits,aconsolidatedreportistobeprepared/compiledandsubmittedtohigherofficers/government.Officecopy of the report/periodical compiled should be maintained on the compilation/reportingfile.Reportsreceivedfromsubordinateofficesforeachterm(month,quarterly,annuallyasthecasemaybe)maybeplacedonthesamefile. Ifthatisgoingtomakethefilebulky,unitofficers’ reportsmaybe taken toadifferentfileandpreservedtilltheyearend.Compilationfileisanannualfile.Officecopiesofreturnscompiledandsubmittedannuallyshouldbefoundit.Induecourse,thedepartmentshouldmigratetoacomprehensiveManagementInformationSystemwhichwillensureroutinedataentryandautomaticcompilationofawiderangeofreturns.Itshouldeliminatethedrudgeryincompilationofscheduleofreturnsaltogether.

v. Just for information file (JIF): These files contain an assortment of ephemeralcommunicationswhicharesentorreceivedjustforinformation.Notehastobetakenofthemandnothingmoreistobedone(e.g.advancecopiesofsomeletters,officeorders,officialmemoranda,ChargeTakingCertificates).Papersreceivedaretobeplacedonthecorrespondenceportionofthefileanddetailsshouldbeenteredinthenotesheet.Iftoomanyofsuchpapersarebeingreceivedinanyoffice,separateJIFfilesmaybeopenedfordifferentcategoriesofsendersorsubjectsandmaintained.Thesearealsoannualfiles.Theycanbesenttorecordroomsoonafterthefinancialyearcomestoanend.

vi. Part files: Thesearesimilartodedicatedcasefiles.Whentoomanysubjectsorissuesareinvolvedinasinglededicatedcasefile,andifthefileisheldupelsewhere,apartfilemaybecreatedbypickingupphotocopiesoftherelevantpagesofthemainfileandcreatinganotherfileindependently.Ifthemainfilereturns,partfilesareplacedbelowthemainfiletilltheprocessingisover,finaldecisionistakenandfileisarchived.

vii. Miscellaneous files: Papersofpurelyephemeralinterestfromassortedsources(otherthangovernment)keepstreamintooffices.Nothingreallyneedstobedoneaboutthem.Theyallhavetobesimplyfiledina‘MiscellaneousFile’.Ifatallanythingistobedoneheadoftheofficewillissueinstructionsontheinwardcommunicationitself.Responsewouldbesentaccordingly.Thereisnonotesheetforthesefiles.Receiptsandissuesif

Notes:

56

anyshouldbeplacedtogetherinthefile.Ifitbecomesbulky,volumeII,III,....maybeopenedandused.

32. Opening and indexing of files

A. Opening of files: FilestendtoproliferatequicklyastheDealingHands/DeskOfficersfinditeasytoputupeachreceiptinaseparatefileandmoveit.ThismustNOTbeallowed.Afilepreviouslyopenedshouldbecontinuedtillthesubjectmatterisfullydealtwithandclosed.Openingofnewfilesshallberegulatedasfollows:

i. Anewfilemaybeopenedwiththeapprovalofthesupervisor if thesubject isanindependentoneandfurthercorrespondenceonitislikely.

ii. Subjectmatteranddateofopeningoffilemustbenotedonthecoverpageattheappropriateplace.

iii. EachDealingHand/DeskOfficermustopenandmaintainaRegisterofFilesinwhicheverynewfileopenedbyhim/hershallbeentered.ProformaoftheFilesRegistershallbeasfollows:

Files Register

NameoftheDesk_______________Financialyear_____________File no Subject Trilateral

Index Date of opening

Initials of the supervisor

Date of closing

Date of transfer

Initials of supervisor

Record room index number

Initials of the supervisor

iv. EntriesintheRegisterofFilesshouldbeclosedattheendofthefinancialyear.Anewserialnumbershallbestartedfrom1forthenextfinancialyear.NewserialnumbershouldalwayscommenceonanewpageoftheRegisterofFiles.

B. Indexing files: Each file should bear an ‘Index Number’ which will help in storing,retrievingandreturningthefilebackto theDealingHand/DeskOfficerafter itmovesup,downorlaterallyinthehierarchyeveninacomplexofficeenvironment.ItisoftencalledasTrilateralIndexbecauseitindicatesthedeskoforigin,subjectmatterdealtwithandfilenumberalongwithyearofopening.Thisnumberiswrittenatthetoprighthandcornerofeachfile.Indexingisdoneasfollows:

i. Nameoftheofficeoforigin isprintedonthecoverpageofthefile. If it isnotso,rubberstampoftheofficeshallbeaffixedontopofthefile.FirststepinindexingthefileistonotetheSection/Desknumberwithintheofficeoforigin.Fore.g.A1standsforfirstdeskinAccountsSection;B2forseconddeskinBudgetSection,S3forthirddeskintheStoreSection,E4forthefourthdeskinEstablishmentSectionandsoon.

Notes:

57

ii. Secondstepconsistsofcodenameforthesubjectmatterusingtwoorthreeindicativecapitalletters.Forexample:ACCstandsforaccounts;ADMforadministration;AUDforAudit;BUDforbudget;CCforcourtcase,DKTfordarakasth,ECforencroachment,ESTforestablishment;FOCforforestoffencecases;LNDforland;PEforpetitionenquiry,MLKformalki,MSCformiscellaneous;SLforsale;SOforsanctionorder;STforstores;SVYforsurvey,etc.Lettercodeonceassignedtoafileshouldnotbechanged.IfnewsubjectcodesarerequiredSupervisorwillassignthenewsubjectcode.

iii. ThirdstepconsistsofindicatingtheserialnumberassignedtothefileintheRegisterofFiles.Itisacompositenumberandwillalwayshavetheyearinwhichthefilewasopened.FilenumbersarerecordedasF1/2011-12;F5/2024-15;F11/2016-17,…andsoon.

iv. Indexnumberofafileisacombinationoftheabovethreeitemsvizdeskcode,subjectcodeandthefilenumber.Indexnumberisnotedatthetoprighthandcornerofthefileinredink.Wherethereisonlyonedeskintheoffice,thequestionofindicatingthedesknumberwillnotarise.Itwillonlyhavetheremainingindexnumbers.

v. Anycommunicationoriginatingfromafileshouldcarrytheindexnumber.Inadditionitshouldalsobeartheserialnumberofthecommunication.Forexample,anofficialmemorandumbearingnumberB3/SO/F5/2015-16/3dated15/07/2016meansthefilebelongstothethirddeskinthebudgetsection,itrelatestosanctionordersbeingdealtinfilenumber5of2015-16anditisthethirdcommunicationinthatfile.Thissystemofnumberingthefilesandlettersmustbefollowedbyalloffices.

33. Three persons rule for file processingWithinanofficefileprocessingworkshouldbelimitedtogenerallytothreepersons.Theirrespectiverolesare:(1)toputupthereceiptonthefilewithfactsofthecase;(2)check-upandnotetherelevantrules;and(3)recommendthecourseofactiontotheDecisionTakingOfficer.Additionalhandsareactuallyinterlopers.Theytendtobringdowntheefficiencyinfileprocessing.Therewillnotbeanyvalueadditiontothedecision.Asfaraspossible,fileprocessingshouldbelimitedtothreepersons.

A. Roles and responsibilities of three person in file processing: Designation and theresponsibilitiesofeachpersoninfilehandlingshallbeasfollows:

i. Dealing Hand/Desk Officer: TheDealingHand/DeskOfficershoulddocketthereceiptontothefile,referencethe‘PaperUnderConsideration’(asPUCI,II,III,....ifthereismorethanonereceipt)usingpaperflags,makeabriefnotingaboutthebackgroundofthePUC,mentiontheactiontobetaken,signbelowthenotingandmarkthefiletothesupervisor.Initialnotingshouldnotexceedabouthalfapage.

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ii. Supervisor:He/sheisresponsiblefor:

(a) ScrutinisingthePUCandcheckingwhetherthereceiptiscompleteinallrespectstotakefurtheraction.Ifnottheofficerconcernedshouldbecontacted,missinginformationobtained,placedonthefileandthenthefileismoved.

(b) CheckingandseeingifthenotingoftheDealingHand/DeskOfficeronthefileiscomprehensiveandpresentsatrueandfaithfulaccountofthefactsofthecase.

(c) Reference the relevant papers. It is the process of citing connected rules,regulations, codalprovisions,precedentsetc.,havingabearingon thecase/subject.

(d) Stating the questions for consideration and bring out clearly the pointsrequiringdecision.

Supervisorsmustbefamiliarwiththerulesandregulations.Itishis/herresponsibilityto ensure that relevant rules and regulations are citied on the file and appliedproperly. He/she must do the referencing properly. Information for referencingmustthetakenfromthe latesteditionoftherulebooks.Secondhandquotationsshouldnotbereliedupon. DecisionTakingOfficersareexpectedtohaveasetofdepartmentalstatutebooksintheircustodyandrefertothemwhenevernecessary.ThereforeitisnotnecessaryfortheSupervisortoplacethereferencematerialsonthefile.However,ifthesubjectmatterpertainstoActs,RulesandRegulationsissuedbyanotherdepartmentorsecretariat,therelevanttextmaybeextractedandquotedinthenotesheetverbatim.If it istoolong,relevantpagesshouldbephotocopiedandplacedonthefileforreference.

Ifthematterpertainstorecentgovernmentorders,notifications,clarifications,courtjudgementetc.,whichareyettofindaplaceintherulebooks,acopyofthatshouldbe invariably placed on the file. If information has been taken from thematerialposted on the website, relevant text should be downloaded and placed on thecorrespondenceportionofthefile.Thewebaddress(UniformResourceLocatororURL)anddateofdownloadingshouldbenotedontopofthepage.Pagenumbersonthefileshouldbeupdatedifnewpapersareaddedtothefile.Ifcitedinthenotesheet, thesepages shouldbeflagged. Eachflag shouldbe labelled (asA, B, C ...)andflagnumbersshouldbequotedinthelefthandmarginofthenotesheet.Afteraddingthereferencesandhis/hernotes,thesupervisorshouldsignbelowhis/hernotingandsubmitthefiletotheTA/DCO.

iii. Technical Advisor/Deputy Chief of Office: TA/DCO is responsible for:

(a) Listing thepossible coursesofactionon thePUCkeeping inmind thenotes

Notes:

59

writtenbytheDealingHand/DeskOfficerandtheSupervisor,andrecommendaspecificcourseofactionwithreasons.He/sheshouldalsolistifanyconditionsaretobeimposed.

(b) Quoting the delegation of powers/authority by the State Government andstatingwhethertheDecisionTakingOfficerhasthecompetencetodecide,and

(c) Arrangingforfiledisposalbasedonurgencygrading.IftheHeadoftheOfficeisavailableintheoffice,he/shemustpersonallycarrythefileswhichrequireimmediate disposal and get them cleared. If the Decision Taking Officer isnotavailable,TA/DCOmuststayintouchwiththeHeadoftheOfficeandactaccordingtohis/herinstructions.

B. Permissible variations to the three persons rule: The ‘three persons rule’ is a veryeffectivewayofdisposingfiles.Howeverallofficesinthestatemaynothavetheluxuryofhavingthreelevelsintheiroffices.Thefollowingvariationsarepermissible:

i. InRangeandSub-Divisionaloffices,theDealingHandwilldischargetheresponsibilitiesofSupervisoralso.TheroleofTAwillbeplayedbytheHeadoftheOffice.

ii. Divisional, Zonal and Circle Offices must follow three persons rule. No variationshould be allowed. Circle and Zonal offices may create a few positions of DeskOfficersifnecessary.

iii. All Constituent offices in Head Office must adopt the Desk Officer system. DeskOfficers are the Dealing Hands. His/her immediate higher officer shall be theSupervisor.ThefilewillthengototheDCOandfinallytotheHeadoftheconstituentOfficeforfinaldecision.Threepersonsruleshouldbeadheredtogenerally.Iftherearemorehierarchicallevelsinanyoffice,authorityshouldbedelegatedappropriatelytogiveeffecttothethreepersonsrule.

However files related to policy, law, finance, administration, coordination etc.,havetoberemittedtoPCCF(HoFF)forfinaldecision.Priorconsultationwithotherconstituentoffices inHeadOfficemaybenecessarysometimes. Ifonlyoneotherofficer is tobe consulted, theoriginalfile shouldbe sent tohim/her. For internalprocessingandretainingarecordoftheopiniongiven,theymaycreateapartfileandreturntheoriginalfilewiththeiropinion.Ifmorethanoneconstituentofficeistobeconsulted,thenameetingofalltherelevantofficersmustbecalled,issuesdiscussed,proceedingsdrawnandfileclearedaccordingly.HeadOfficewill follow‘SingleFileSystem’.Parallelormultiplefilesshallnotbecreated.AsinglesubjectshallnotbehandledinmorethanonefileintheentireHeadOffice.

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34. Rules for preparing office noteThefollowingrulesshouldbeobservedwhilepreparingtheofficenote(henceforthnoting):

i.NotingshouldbedoneonthenotesheetonlyandnotonthereceiptorPUC.Aimofnoting is to present the facts in brief, convenient and easily understandable form toenabletheDecisionMakingOfficertotakethecorrectdecisionquickly.Paraphrasingofreceipts(copyingthetextofaletterorcommunication)shouldnotbedonewhilenoting.OnlyaprécisofthePUCistobewritten.

ii. Noteshouldbewritteninthirdperson.Itshouldbeself-contained.Languageshouldbecourteousandtemperate.Noteshouldbewrittenonbothsidesofthepagewithoutanygaps.Noscopesshouldbegivenforsubsequent,unauthorizedinsertion.Lengthynotesspanningovermorethanapageshouldbegenerallytyped.

iii. To facilitate rapid disposal of routine or urgent receipts, Head of the Office maysometimesissuewrittendirectionsonthePUCitselfatthetappalstage.Suchremarksshouldbecopiedonthenotessheetfirstandfurthernotingshouldcontinue.Inurgentcases,personaldiscussionshouldbefreelyresortedto.OralinstructionsissuedshouldbenotedonthePUC.Ifitisnotexpresslycontradictedbytheofficerconcerned,theoralinstructionshavebeendeemedtohavebeenconfirmed.

iv.Noteswrittenbyeach functionaryshouldbearadistinctparagraphnumber inArabicnumerals(1,2,3....etc).Paragraphlengthcanbeabouttenlines.Longernotingbyanysinglefunctionarymustbebrokenintosub-paragraphs-eachonededicatedtoadistinctaspectandnumberedusingsmallalphabets(a,b,c...).Similarlylengthyself-sufficientnotes(e.g.disciplinarycases)shouldbebrokenintosub-paragraphs.Mainparagraphsshallbenumberedcontinuouslyonthefiletillitiscloses.Sub-paragraphsnumbersarelimitedtothatparaonly.Theywillbeassignedafreshstartingfrom(a)ineachparagraph.

v. Notesheetsinafilewillruncontinuouslyfromtheinceptionofthefileuntilfinalordersarepassedandthefileisclosed.PagesonthenotingportionofthefilewillbenumberedwithRomanNumerical (I, II, III ...)onthetopwhilepagesonthecorrespondencefilewherereceiptsarefiledarenumberedusingArabicNumerical(1,2,3...).

vi. Notingbyhigherauthoritiesshouldnotrepeatanyofthefactsorissuesalreadystatedinthenotesheetbythesubordinates.Authorofthenotingshouldsignunderneaththetextinfullandinvariablymarkthedateincludingtheyear.Arubberstampofthenameanddesignationshouldbeaffixedbelowthesignatureforfuturereferencesafterthefilegoestorecordroom.

vii. Sequenceofpointsinthenotingshouldbeasfollows:

(a) Detailsofcorrespondencedonetillnow.

Notes:

61

(b) PointsraisedinthePUC.

(c) Relevantrulesandregulations.

(d) FinancialimplicationsifanyandpowersoftheDecisionTakingOfficer.

(e) Administrativeimplicationsifany.

(f) Needofconsultingothersections/departmentsifany,and

(g) Suggestionsbasedontheabovefordisposalofthematter.

viii. Relevantpages (e.g.PUC,FurtherReceipt,Rules forperusal,Draft reply forapproval,Papers for Signature) in thefilemustbe referencedusing colouredpaperflags. Pagenumbersandflaglabelsshouldbecitedinthenoteportionofthefile.Oncethepurposeisserved,theflagsmustberemoved.Newflagsmustbeattachedwhenthefileisputupnexttime.Filesfreshlyputupshallnotcarrytheoldflagsasitmayleadtoconfusion.

ix.Notes shouldbe recorded after careful consideration. There shouldnot be toomanyeditstothetextlikescoringout,erasing,rewriting,over-writing,leavingblankspaceinthemiddle,pastingofslipsetc.Ifatallanoteistoberejected,itshouldbecutoutandrevisednotewrittenincontinuation.Ifthefactsorlegalprovisionsstatedareincorrect,detailsshouldberecordedbelowthelastnotinginsteadofcorrectingtheearliernote.

x. DealingHands/Deskofficersmayplaceadraftreplyonthefilealongwithoriginalnotingin routineor simplecasesorwhereadditional information isbeing sought.Thisdraftshouldbereferencedinthenoting.Incomplexcases,possiblecoursesofactionandtheimplicationsofeachcouldbesuggested.AndfinaldecisionshouldbelefttotheDecisionTakingOfficer.

xi. Afilewithfreshnotingwillgouporcomedowntheofficehierarchyinsequentialorder.Itwillgotothepersontowhomithasbeenmarkedbythelastsignatory.Ifithastogotomorethanoneseniorofficer,theirdesignationshouldbewrittennexttooneanother,separatedbyaslashmarkintherisingorderofhierarchy.Filewillgoupandalsoreturninthesameroute.Nooneshouldbebypassedwhilesubmittingthefileorreturningit.

xii. IfafilehasbeenmarkedforseekingopinionofanotherofficeinHeadOffice,relevantissuesshouldbetakentoapartfile,processedinternallyandacopyofthefinaldecision/opinionshouldbeplacedontheoriginalfile,asuitableentrymadeonthenotesheetandreturned.Internalprocessingofthereferralofficeshouldnotbedoneonthemainfile.

xiii. Senior functionariesshouldnot requireanymodificationor replacementof thenotesrecordedbytheirjuniors.Instead,theyshouldrecordtheirownnotesgivingtheirviewsonthesubject.Itisnotnecessarytoalwaysgobythenotingofthesubordinates.

Notes:

62

xiv. Ifahigherauthorityraisesaquestioninthemarginofthenote,thereplytoitistobewrittenincontinuationofthenotegivingthereferenceoftheparagraphandnotinthemargin.

xv. Bythetimeitreachesthedecisiontakinglevel,officenoteshouldcontainthebackgroundoftheproblem/issues,analysisofallrelevantfacts,precedentsifany,suggestedcourseofactionanditsimplications.NotingshouldhelptheHeadoftheOfficetotakequickdecision.

xvi. Noting should be replaced by check list in case of repetitive subjects like passing ofworksestimates,accordingtreefellingpermissionortransitpermits,disposalofoffencecasesetc.HeadoftheOfficemaydeterminethecontentsofthechecklist.Soalso,checklistsshouldbedevelopedandusedforimportantcaselikeforestlandleases,tenders,auctionsetc.

35. Order by the Decision Taking Officer on the office noteDecisionTakingOfficerdoesnotautomaticallymeanorimplythatitistheHeadoftheOfficealways.Officersworkingatotherlevelsinanofficecandecideanddisposesubjectsforwhichtheyhavebeenempoweredspecificallyby:

(a) Anylegislation,

(b) StateGovernmentthroughaspecialorgeneralorder,and

(c) HeadoftheOfficewithregardtoroutineofficematters.

AnyofficerwhoisauthorisedtodecideanddisposalanissueorasubjectmatteristheDecisionTakingOfficer.ItcouldbeheadofanofficeortheTA/DCO/OfficeManager.DecisionTakingOfficersareresponsibleforthedecision.Thefollowingprinciplesshallbeobservedbythem:

i. He/shemustquicklyglance throughthePUC, thentherelevantnotingon thefilestartingfromthatofDealingHand,gothroughtheAct/Rules/Regulations/Codes/Guidelines/Circularsetc.,whicharereferencedtobytheSupervisor,takenoteofthesuggestionsgivenbyTC/DCOandtakeaconsciousdecisiononthesubjectmatter.He/sheisresponsibleforthoroughpersonalscrutinyofrelevantmaterialbeforepassingordersonthenotesheet. Ifhe/shehasanydoubts;hasany furtherquestions;orwantsadditional information,itshouldbenotedonthefile.Oncetheinformationsoughtisfurnished,adecisiononthePUCmustbetakenwithin3days.Nofilecanbekeptpendingathis/herlevelbeyondthisperiod.

ii. Raisingrelevantside-issue(s)(e.g.howotherofficersaredealingwithsuchissues)isnotprohibitedonanoting.SinceitcanholdupthePUCforlongorcanpotentiallydiverttheattentionfrommainissuealtogether,suchissuesifraisedbytheDecision

Notes:

63

TakingOfficerwillbetakentoaseparatefileanddealtseparately.Mainfilecan’tbeheldupforthisreason.

iii. Decision Taking Officer is not always bound by the advice given by his/hersubordinates.He/sheisalsofreetoelectanyothercourseofactionotherthantherecommendedone for reasons to be stated inwriting on the file.Decision takenshouldnotbeatvariancewiththeActs,RulesandRegulations.Iftheyareatvariance,theimplicationsmayberecordedonthenotesheetandfileresubmittedbytheTA/DCO/Supervisor/DealingHand. If theDecisionTakingOfficerpersistswithhis/herdecision,thesameshallbeimplementedathis/herrisk.

iv. DecisionTakingOfficershall,intheperformanceofHis/herofficialduties,orintheexerciseofpowersconferredonhim,actinhis/herbestjudgmentexceptwhenheis acting under instructions of an official superior. In the latter case, he/she shallobtainsuchinstructionsinwritingbeforedecidingthematter.Iftheofficergivingtheinstructionsisnothis immediatesuperiorbuthigherinthehierarchy,he/sheshallbring such instructions to thenoticeof his immediate superior andawait furtherinstructions.

v. DecisionTakingOfficershouldpassclearordersattheendofthenotesheetandnotsimplyinitialandreturnthefile.Ifhe/shedoesso,itwillbedeemedthathe/sheisinagreementwith thecontentsof thenotingand theproposedcourseofaction.If theyagreeonlywith somepointsorwish toaccord sanctiononly inpart, theyshouldexpresslymentionthoseitems.Ordersissuedshouldbecrispandnotproneformisinterpretation.

vi. Wheneveranadministrativeorafinancialdecisionistaken,authoritydelegatedtohim/herbythegovernmentmustbequoted invariably intheorders. Ifordersarerequired tobepassed in thenameofGovernorof Karnataka (e.g. appointments,contracts),itshouldbementionedinthenotesheetbytheOfficerorbytheOfficeManager.

vii. Once the order is signed, the Decision Taking Officer is responsible for the finaldecision. If it is incorrect or wrong, he/she will be primarily responsible for theconsequences.Ifthenotingorrecommendation(s)basedonwhichthedecisionwastakenbyhim/herwasincorrectorwrong,subordinateswillalsobeheldresponsiblealongwiththeDecisionTakingOfficer.

viii. Ifanydecisionalreadytakenbyhim/herorhis/herpredecessoronasubjectmatterwhichhasalreadybeencommunicatedinwritingistobeoverturned,thenthemattermust be referred to the next higher authority. Only after permission is received,

Notes:

64

previousdecisionscanbeoverturnedoranewtrendcanbesetinanexistingpatternofdecisionmaking.

ix. HeadsofOfficescaninitiatecertainactionsandproceedingsontheirownaccordandmakesomedecisions.Itisnotnecessarythateverydecisionshouldbeinresponsetoacommunicationfromsubordinates/superiors.Inallsuchcasesthe‘DecisionMakingOfficers’willdraftadetailednotejustifyingtheinitiative,signitandpassitontotheoffice.Thatnotebecomesthestartingpointforthefile.Allfurtherprocesseswillbebuiltonthatnote.

x. In emergencies, a subordinate officermay, after taking oral permission from theDecisionTakingOfficer,passnecessaryordersonthenoting;issuethecommunicationand get it ratifiedwithin a three days after the competent officer returns to theheadquarters.

xi. Theprocessofnotingandthedecisiontakingshouldbecompletedwithinthetimelimitprescribed.

36. Guidelines for drafting communicationsDrafting is the process of converting the written orders/decisions/directions or oralinstructionsof competentauthority intoanofficial communicationby theDealingHands/DeskOfficers. Draftmust faithfully and unambiguously convey the orders of theDecisionTakingOfficer.

A. Preparing routine drafts:Nearly80%ofofficialcommunicationsareroutine innatureforwhichrepliescanbestandardised.HenceDealingHands/DeskOfficersshouldkeeptemplatesoffrequentlyusedcommunicationsreadyontheircomputers,makenecessarymodifications and reuse them. Dealing Hands/Desk Officers should put up routinecommunicationalongwiththeinitialfilenoting.DecisionTakingOfficerwillapprovethenoteaswellasthedraft.DeskOfficewillsignandissuethefinalcommunication.Inothercases,TA/DCOcansignthefinalcommunication.

B. Preparing special drafts:Non-routinedraftsmustbecloselysupervisedbythehigherups.Executiveordersandimportantcommunicationstohigherofficers,VIPs,State/CentralGovernment, Advocate General etc., must be guided by the Decision Taking Officerpersonally. Lateral communications with District Administration, other governmentdepartmentsandcommunicationsontechnicalmattersmustbesupervisedbytheTA/DCO.Communicationstothesubordinatesaswellasthoseonroutinematterslikeaudit,accountsetc.,shouldbelookedafterbytheOfficeManager.Ifneedbe,roughdraftscouldbedictatedbytheofficersconcernedtothepersonalstaff/DealingHands/DeskOfficers.

Notes:

65

DraftsdictatedbyanyoneincludingtheHeadoftheOfficeshallpassthroughthenormalofficialhierarchyintheofficetocheckforfactualerrorsifany.OfficeManagerwillcheckthecorrectnessoffactsandfiguresquotedinthedraftandwillensureconformitywiththesubsistinggovernmentorders.TA/DCOwillcheckfortechnicalinconsistenciesifany.Theymustpointoutanyomissionsorcommissions in thedraft.Sucheditsshouldbetakennoteofbytheofficercompetenttoapprovethedraftfinally.

C. Guidelines for drafting: Thefollowingguidelinesshouldbeobservedindrafting:

i. Draftisthecommunicationproposedforissue.Itshouldresemblefinalcommunicationasfaraspossible.Shortdraftscanbehandwritten.Longdraftsshouldbetypedindoublespaceonbothsidesofthepaper.

ii. Sufficientmarginshouldbeleftonallsidesofthepage.Draftshouldbeindoubleline space with 14 size fonts. Page numbers except on the first page should beinsertedat thebottom.Finalcommunicationshouldbe in1.15space,printedononesidein12sizefonts.

iii. Nameof theofficeof issueandcontactdetailsalongwith stategovernment logoshouldbeprintedonthetopof thepage. InDO letters,nameof theofficermustalso be mentioned in the heading. Heading is separated from the body of thecommunicationbyaseparationline.

iv. Fileindexnumber,issuenumber,placeanddateofissuewillbementionedgenerallyinthefirstlineofthecommunication.

v. Formof communication (e.g.Memorandum,Proceedings,Notificationand soon)shouldbementionedontopofthepage.However,forsomeformsofcommunicationssuchdescriptionmaybementionedafterthepreambleiswritten.

vi. Subjectmattershouldbementionedimmediatelyaftersalutationifany.Itshouldbebriefandsuccincttogiveanideaofthecontentofthecommunication.Subjectlineneednotstaythesameallthrough.Itcanbechangedaspertheneed.

vii. Previouscorrespondenceonthesubjectmustalwaysbecitedatthereference.Citingthe lastcommunication isgoodenough. It isnotnecessaryto listeveryreferencefromthepast.

viii Only classified communications, Demi-Official letters, Secret and confidentialcommunicationshouldbeaddressedbyname.Restshouldbeaddressedbydesignation.

ix. Mailing address will be written above the subject in case of letters. In all othercommunicationsmailing addresswill be given at the bottom of the draft.MobilenumberandemailIDoftheaddresseealsoshouldbefurnishedinthemailingaddress.

Notes:

66

x. Openingparagraphshouldserveasapreamble.Itshouldbeabriefrecapofthesubjectmatterandsetthecontextforwhatisgoingtocomeup.Wherethecorrespondenceisregularorhasapersonaltouch(e.g.DOletter),nopreambleisneeded.

xi. Lengthytables,notesetc.,shouldneverbeapartofthecommunication.Suchitemsshouldbeplacedasappendixifrelevantexplanationisprovidedinthecommunication.Ifitisastandalonedocumentrelevanttothesubjectmatter,itshouldbeattachedasannexure.Detailsofappendices/annexures(DA)shouldbementionedattheendofthecommunication.

xii. Kannada should be themediumof communication to the publicwithin the stateandGroupDandDsubordinates.CommunicationstoGovernmentofIndia,Courts,AdvocateGeneraletc.,couldbeinEnglish.

xiii. If therearemore subjectsor issues in thebodyof the communication,eachoneshouldbecoveredinaseparateparagraph.Mainparagraphsshouldbenumberedas1,2,3...;sub-paragraphsa,b,c...;andfurthersub-divisionsasi,ii,iii....andsoon.

xiv. Communicationstyle:Thefollowingpointsmustbekeptinmind:

(a) Draftshouldbewrittenordinarilyinthirdperson.

(b) Bodyofthedraftshouldbeclear,conciseandincapableofmisconstruction.

(c) Sentences should be short, simple and free from ambiguity. Each sentenceshouldnotexceedoneortwolines.

(d) Brevity and clarity of expression should mark the body of the draft. Maincommunicationshouldnotbelongerthantwopages.

(e)Simple,politeandofficiallanguageshouldbeused.Colloquialwords,similes,metaphors,hyperbolesandunnecessaryverbiageshouldbeavoided.

(f) Refusalofrequestsshouldbecommunicatedclearlyandpolitely.

(g) If the communication includes instructions, they should be arranged in alogicalorder.

(h)Ifareplyorresponseistobeexpected,aprobabledateshouldbeindicatedintheissue.

(i) Use of abbreviations, italics, bold, underlining, highlighting etc., isnotpermitted.

(j) Thereshouldbenorepetitionofanykindinthebodyofthecommunication.

(k) Wheresumofmoneyismentioned,itshouldbeinbothfiguresandwords.

Notes:

67

xv. Lengthyorcomplexcommunicationsshouldbesummarisedbrieflyattheend.

xvi. IfthesignatoryisnottheHeadoftheOffice,name,designation,contactnumber(mobileorlandline)ande-mailIDshouldbementionedjustbelowthespaceforsignature.

xvii. Ifthedraftcommunicationiseditedintoomanyplaceswhichmayaffectthelegibility,areviseddraftshouldbepreparedandplacedonthefilebeforesubmittingtothenexthigherofficer.Insuchcases,draftsshouldbenumberedasDraftI,II,IIIandsoon.Onlythefinaldraftapprovedbythecompetentofficeristoberetainedonthefilewhenfaircopyofthecommunicationissubmittedforsignature.

xviii. Location of the draft on the computer and the name of the Dealing Hand/DeskOfficermustbeappendedasafootnoteonthelastpageofthecommunication.

D. Time limit for draft submission, approval and issue:Followingtimelimitsapplyfordisposal:

i. InrespectofroutinecasesbeinghandledbyDeskOfficers,approvalofthefilenotingbyacompetentofficerissufficient.Draftingwork,signingfinalcommunicationandissueshallbecompletedbyhim/herwithinthreedaysoftheapprovalofofficenote.

ii. In respectof routinecasesbeingdealtbyaDealingHandsandnon-routinecasesbeingdealteitherbytheDealingHandsortheDeskOfficers,draftreplyshouldbeputuponthefileinaccordancewiththeaboveguidelineswithinthreeworkingdaysafterthenotingonthefilehasbeenapproved.Onlyoneworkingdayisallowedinurgent,immediateortimeconstrainedcases(e.g.courtcases,Assemblyquestions).

iii. ThedraftshouldreachtheDecisionTakingOfficerthroughproperchannelwithinthenexttwodays.He/shewillapprovethedraftwithsuchchangesasdeemednecessarywithinadayortwo.ThefilewillthenbereturnedtotheDealingHand/DeskOfficerformakingfaircopiesofthefinalcommunicationandissue.

iv. Approved draft communication should be issued within two days by thecompetentofficer.

v. On an average final communication should be issuedwithin 7 days after the filenoting has been approved in non-routine cases. Overall time limit of disposal ofcorrespondenceshallbeasspecifiedinsection38.

37. Guidelines for issuing final communication

i.Finalcommunicationforissueshouldbeprintedneatlyonbothsidesofthepaperusingone linespace. It shouldbe free fromany typosandgrammaticalerrors.Pagemarginsshouldbeasspecifiedinsection40.Allpagesshouldbenumberedatthebottom.

Notes:

68

ii.DOlettersshouldbeprintedongoodquality(100gsmorabove)bondpaperincolour.Othercommunicationsshouldbeprintedinblackandwhiteonregular(80gsm)paper.

iii. Eachaddresseeshouldbeabletogetanoriginalcopyofthecommunication.Henceprintasmanyoriginalcopiesasthereareaddresseesplusoneadditionalofficecopyforthefile.

iv.Urgencygrading(immediate,urgent,important,priority,expressmail)shouldberubberstampedontopoffirstpageofcommunication.

v. Appendix/annexureifanyshouldbestapledtotheeachcopyofthecommunication.

vi. DealingHandandothersubordinatesmustaffixtheirinitialsontheoffice(last)copyjustbelowthedesignationoftheofficerwhoisexpectedtosignthecommunication.

vii. Placeallthefaircopiesonthefile,flagthepagesforsignature,makenecessaryentriesonthenotesheetandsubmitthefiletotheofficerforsignaturethroughproperchannel.Wheneveranyfile issubmittedtohigherauthoritiesentriesmustbemadeintheFileMovementRegister.FormatoftheFileMovementRegistershallbeasfollows:

File Movement Register

Officeof_____________

Date File number Subject Put up for what purpose

Initials of the Supervisor

Date of return of the file

viii. Supervisorwillcheckthecorrectnessandcompletenessofthefaircopiesincludingdateofcommunication;attachments,referencesetc.,andsubmitittothehigherauthoritiesonspecialfileboardswiththenametag‘forsignature’.Personalstaffofofficersshouldtakeparticularcareofsuchpapersandensuretheirspeedydisposalonpriority.

ix. Officersareexpectedtoreadthecommunicationcarefully,understandtheimportandsignthecommunicationifitisappropriateandcompleteinallrespects.Fileshouldbeclearedonthesamedayonwhichitwassubmittedoronthenextworkingday.

x. Datedsignatureshouldbeaffixedatthedesignatedplacesinthemaincommunicationaswellastheappendix.Allotherpagesshouldbeinitialledatthebottom.Oncesignedbytheofficer,nothingincludingthedateshallbeaddedbyanybodylateron.

xi. Statutoryordersshallbesignedonlybytheofficerauthorisedtoexercisethosepowers/authority.Otherofficersshallnotsignsuchpapers.

xii. Ifthecommunicationisaddressedtohigherofficers,GoK,otherstates,GoIorexternal

Notes:

69

agencieslikeAG,Courts,electedrepresentativeslikeMLA/MPetc.,onlytheHeadoftheOfficeshouldsignthepaperspersonally.

xiii. Afterfaircopiesaresigned,thefilewillbereturnedtotheDealingHand/DeskOfficerbythepersonalstaff.TheDealingHand/DeskOfficerwillhavethefullcommunicationphotocopiedforsendingtotheofficerstowhomithasbeenmarked.

xiv. Allcopieswillbesentfordespatchonthesameorthenextday.AcknowledgementwillbeobtainedfromtheDespatchAssistantontheofficecopyofthecommunication.TheDealingHand/DeskOfficerwillemailascannedcopyofthesametotheaddresseeifthematterisurgentorimportant.AnSMSalertshouldalsobesenthim/her.

xv Issuingfinalcommunicationshouldnottakemorethanthreedays.TheDealingHandwilllistthematterintheReminderDiaryifaresponseisexpectedtothecommunicationjustissued.Thenhe/shestorethefileappropriately.ReminderDiarymustberegularlypostedup,watchedandfollowedup.Repliesdueonreceiptsorissues,reportsandreturnstobesubmitted,filestobeputuponspecificdates,personalengagementssuchasmeetingstoattend,appointmentsgiventoothersetc.,shallbelisteddate-wisebyeachstaffmemberandofficerintheReminderDiary. Ifactiononanitemremains incompletethesubjectshouldbelistedforanotherdateintheReminderDiary.Entriesmustcontinuetilleachsubjecttakenupisbroughttoalogicalend.Reminderdiaryismandatoryforeverystaffandofficerinthedepartment.Henceallstaffandofficersmustbeprovidedwithsuitablediarieseveryyear.FormatoftheReminderDiaryshallbeasunder:

Reminder Diary

(AnnualDiarytobeusedandreminderstobenotedthereon)

Subject File no Action to be taken

38. Time limit for disposal of correspondenceThe following time limits should be adhered to by different offices in the disposal ofcorrespondence:

i.WheretimelimitisspecifiedinanyAct/Rule/Regulation/courtortribunal/anyanotherauthority,itshallbeadheredtowithoutfail.

ii.Scheduledreturnsshouldreachtheauthoritiesasperthecalendarfixedandcirculated.Advanceactionshouldbeinitiatedifitinvolvesgatheringdatafromsubordinateoffices.

iii. Repliesfurnishedshouldbecompleteinallrespectsandshouldmeettherequirementsofthereceiver.Otherwise,itwillbedeemedasnon-reply.

Notes:

70

iv. Receiptsshouldberespondedwithinthefollowingoveralltimelimits:

Type of urgency gradingResponse time (in days)

Ranges and Sub-Division Offices Divisions, Zonal and Circle Offices Head Office

Immediate 1 2 3Urgent 3 3 4Priority 5 5 7

Important 7 7 10Allothers 10 10 10

v. Thetime limits prescribed above arewithout prejudice to caseswhere longertimelinesmayapply(e.g.conductingdepartmentalenquiries,forestsettlement,fielddatacollection,FOCinquiries).Insuchcases,theworkshallbecompletedasexpeditiouslyaspossiblebutwithintheoveralltimeframefixedbythecompetentauthorityforeachoneofthem.

vi. Ifdelayisanticipatedinrespondingtoanyreceipt,itshouldbeinformedtotheotherparty as soonaspossible andan interim reply to that effect shouldbe sent. Email,SMSandothercommunicationtoolsmustbeemployedliberallytospeedupthefileprocessingwork.

vii. Collectively the Dealing Hand/Desk Officer and the Office Manager along with theministerial officers at the intermediate levels are responsible for prompt and timelydisposal of all matters. Consequences for failing to respond or comply with therequirementswithintheprescribedtimelimitswillrestonthemcollectively.

Soonafteraproperresponsehasbeensentdetailsshouldbeupdated intheGeneralorSpecialDeskDiarymaintainedbytheDealingHand/DeskOfficer.Docketingabstractshouldalsobeupdatedby theDealingHand/DeskOfficer.DealingHand/DeskOfficershouldmake a note of further action due in the ‘Reminder Diary’ date-wise. OfficerManagershouldupdatethedetailsofresponsessentinthedailystatementofreceipts.

39. Aids to check delays in disposalDisposalofcorrespondencemaygetdelayedforanynumberofreasons.Allofficefunctionariesshallmakesincereeffortstoavoiddelaysbecauseithascostsandconsequences.Filesandpapersmustbedisposedproactivelybyadoptingthefollowingmethods:

A. Keep the general aids for quick disposal handy: Ministerial staff and officers musttaketheleadinquickdisposal.Theymustbethoroughwiththerules,regulationsandproceduresapplicable.Thefollowingbooks,documentsandrecordsmustbemaintainedandusedbyeachDealingHand/DeskOfficers:

Notes:

71

i. OnecopyoftherelevantActs,Rules,Manuals,Codes,Handbooksetc.

ii. GuardFilecontainingtheGOs,Notifications,Circularsanddepartmentalguidelinesarrangedinchronologicalorder.

iii. RegisterofFiles,FileMovementRegisterandCallBook

iv. Check lists forprocessingroutinesubjectsandtemplatesofroutinecorrespondence,and

v. ReminderDiaryandFilesMovementRegister.

B. Maintaining watch list of periodical returns/reports and compiling data on MIS: HeadOfficewill preparea scheduleofperiodical returnsand reports tobe compiledperiodicallybydifferentofficers and circulate the list to all subordinateoffices in themonthofAprileveryyear.Formatforthewatchlistshallbeasfollows:

Karnataka Forest Department

WatchlistofPeriodicalReportsandReturnsfortheyear------------

Sl no

Name of the

Periodical

Last date for submission

by RFO

Last date for submission by

DCF/CF

Last date for submission by

CCF

Last date for submission to

State Govt

Actual date of submission Remarks

Monthly returns

Quarterly returns

Half yearly returns

Annual returns

RFOs, Ministerial Heads and TA/DCO should keep a copy of this watch list on theirtable and see that the information for the periodical report/return is furnished intime.Theabovescheduleaswellastheformatsforeachreturnshouldbepostedonthedepartmentalwebsite.AcomprehensiveMISshouldbeusedforgeneratingdata/information.Theprescribedreturnsneednotbephysicallycompiledateachlevel.DatainputbyRangeOfficesshouldbesufficientforautomaticgenerationtheinformationatanytimeandatanylevel.Timeandhumanresourcesshouldnotbewastedonmanualcompilationofreturns.The listofperiodicalreports/returnsshouldbereviewedonce

Notes:

72

in three years.Unnecessary reports should be eliminated and retainedones shall berationalised.HigherOfficersshouldnotprescribeadditionalreportsorreturnswithoutverifyingwhether the required informationcanbeassembled fromtheexistingones.Onlyifitisabsolutelyessentialanewperiodicalreport/returnshouldbeprescribed.

C. Preparing an Annual Calendar of Office Works and executing them:Likethescheduleofreports/returns,acalendarofcommonofficeworkstobeattendedduringeachyearshouldbepreparedby theHeadOfficeandcirculated toalloffices toensure thatallimportantaspectsofofficemanagementareidentifiedandattendedtoinanorganisedwayacrossthedepartment.Itshallbeinthefollowingformat:

Karnataka Forest Department

Calendarofcommonofficeworksfortheyear------------

Slno

Nameofofficework

Whoshoulddothework

Wheretodothework

Startingdate

ClosingDate

Dateforsubmissionof

report

Whowillreviewthework

Expectedoutcome Remarks

Worksshouldbedistributedfairlyevenlyacrossallthemonths.Knowingtheschedulein advance helps the subordinates to prepare themselves for the planned work.Records can be kept ready. While preparing this calendar, due notice should betakenofthedutiesandresponsibilitiesprescribedinvariousActs,Rules,Regulations,Manuals, Codes,Handbooks, Projects, Plans etc. It should include important itemsoffice inspections; updating of forest land records; clearing forest offence, sanctionofAPOs/estimates;closingfilesandrecordingofofficerecords;andsoon.Necessarytrainings/workshops should be organised beforehand for the newly inducted officestafftohandlethelistofidentifiedsubjectseffectively.

D. Monthly review of pending receipts and files:On the lastdayofeverymonth,RFOsandSub-DivisionalOfficersshouldreviewthependingreceiptsbasedontheentriesintheReceiptsRegisterandfilesdisposedbasedontheFileMovementRegisterandtakefollowupactiononthependencyifany.InDivisional,ZonalandCircleOffices,MinisterialHeadoftheofficeshouldreviewthesameandsubmitareporttotheHeadoftheOfficethroughtheTAonthefirstofnextmonth.Thisshouldbedonethroughameetingoftheofficestaff.SimilarlyintheHeadOffice,AdministrativeOfficersandChiefAdministrativeOfficersshoulddothisandsubmitreportstotheHeadoftheOffice.ReportstotheHeadoftheOfficeshouldbeinthefollowingformat:

Notes:

73

Monthly Review of Action Taken on the Receipts

Nameoftheoffice:_________________

Month:_________________

Slno Particulars Desknumbersandnamesofdealinghands Total

1 2 3 4 5 6…Stock

1Noofreceiptsbroughtforward

fromlastmonth

2Nooffreshreceiptsofthe

currentmonth3 Total

Disposal

4Noofjustforinformation

receiptswhichhavebeenfiled

5Noofcasestakentofilesfor

furtherprocessing6 Total

Pending

7Noofreceiptspendingfor

furtheractionTotal

Monthly Review of File Disposal

Nameoftheoffice:_________________

Month:_________________Slno Particulars Desknumbersandnamesofdealinghands Total

1 2 3 4 5 6…

Stock

1 Nooffilespendingattheendoflastmonth

2 Nooffreshfilesopenedduringthecurrentmonth

3 TotalDisposal

4 Nooffilesonwhichactionisjustcompleted

5 Nooffilesclosed,recordedandsenttorecordroom

6 Total

Notes:

74

Filesunderprocess

7 Noofcurrentfilesprocessedduringthemonth

Pendingfiles

8 Noofcasespendingwithsubordinateoffices/staff

9 Noofcasespendingwithhigherofficers

10 Noofcasespendingwithothergovernmentdepartments

11 NoofcasespendingwiththeCourts/Tribunalsetc

12 NoofcasespendingwiththeStateGovernment

15 Noofcasespendingwiththegeneralpublic/applicants

16 Noofcasespendingelsewherewithothers

17 NoofawaitcaseslistedintheCallBookofFiles

18 Total

Reviewofpending receipts andfiles is amandatory task for theministerial staffandsupervisoryofficers.Receiptswhicharependingformorethanamonthwithoutbeingtaken tofilesandfileswhicharepending formore than threemonthsmustbegoneinto details to find the reasons and further action must be taken to expedite theirprocessing. Along with this, theymust also check and see if the Dealing Hand/DeskOfficer ismaintaining,updatingandusingtheReminderDiaryregularlyornot.Actionmustbetakentoseethatitismaintainedandused.HeadsofOfficesmustalsoperusetheabstractsandtakefurtheractiononfilespendingforlongtime.

E. Table inspection:AtableinspectionofeachDealingHand/DeskOfficermustbetakenupwithinthreedaysafterthecloseofthemonthtoascertaintheefficiencyandeffectivenessofdisposalandthependency.InRangeandSub-divisionalOffices,tableinspectionshallbeconductedbytheHeadoftheOffice.Inotheroffices,OfficeManager/TA/DCOwilldothetableinspectionsandreporttheoutcometoHeadoftheOffice.Thisoccasionwillalsobeusedtojudgewhether:

i. DealingHandhasreasonableworkingknowledgeaboutthesubjects,

ii. Filesandrecordsareorganisedandstoredneatly,

iii. Requiredregistersarebeingmaintained.

iv. Prescribedproceduresarebeingfollowedcorrectly,

v. Disposalsarereallyeffectiveorsuperficial,and

Notes:

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vi. Closedfilesarebeingsenttorecordroomfromtimetotime.

NecessaryguidanceandadviceshouldbeprovidedtotheDealingHand/DeskOfficer.If he/she fails to comeup to theexpectation, and if repeated table inspections arewarranted,themattershouldbereportedtotheHeadoftheOffice.Ifnecessarythepersons should be deputed for training. If that also does not produce the desiredeffect,he/shemaybegiven lighterresponsibilities. If that isalsonotdoneproperly,actionmustbetakentodischargehim/herfromthegovernmentserviceinaccordancewiththeservicerules.

F. Issuing or receiving of reminders: If any correspondence of an office which is notrespondedtointime,aremindershouldbeissuedwithinthreedaysaftertheresponseisdue.Thereafterremindersshallbeissuedatweeklyintervals.Ifnoresponseisreceivedafter thesecondreminder,aDO lettershallbeaddressedto theofficerconcerned. IfthereisnoresponseeventotheDOletter,themattershouldbepursuedbytheTAorHeadoftheOfficeontelephonewiththeofficerconcerned.IfthereisnoresponseeventothephonecallsoftheHeadoftheOfficemaydeputeastaffmemberfromhisoffice,gettheresponserequiredandrecoverthecostfromthesubordinateofficerwhofailedtorespond.Withrespecttotheremindersreceived,theHeadoftheOfficeshouldwatchforthemwhilelookingatthetappal.TheconcernedDealingHand/DeskOfficershouldbetakentotaskifremindersarefoundinthetappal.

G. Adopting Desk officer system:DeskOfficerSystemisadecentralisedwayofworking.Itshouldbeadoptedinvariably intheHeadOfficeandtotheextentpossible inZonaland CircleOffices. It elevates the status of theDealingHand to that of a knowledgeworker;shortenstheprocessofdraftingandissuingofcommunications,anddevolvessome degree of autonomy to the lower level functionaries for speedy disposal. He/she is authorised to conduct the interim correspondence if the information requiredis incomplete.However, he/she is not entitled to take any decision or give sanction/approval.Decisionmakingpowercontinuestovestwiththeofficertowhomtheauthorityisdevolved.DeskOfficerwillonlyprocessthepapersinternallyandinformthedecisionsofcompetentauthority.He/sheisthecustodianoffilesandrecordsbeinghandledatthedeskandisrequiredtomaintainthefilesandrecordslikeanyotherDealingHand.Paperworkincludingtypingistobeaccomplishedbyhim/herwithoutseekinganyassistanceexceptwherelongtextorstatementsaretobepreparedasattachmentstotheoutwardmails.Assistancewillbeprovidedinroutinechoreslikephotocopying,physicallycarryingthefilesfromdesktodesk,dustingthefilesandpapersetc.DeskOfficerSystemthusintegratesmanyfunctionsatoneplacewhichhelpsinspeedydisposal.Itenhancestheefficiencyand responsibility. It calls forcompetenceandwillingness.GroupBOfficersin the grade of GazettedManager or Administrative Assistant can be designated as

Notes:

76

DeskOfficers. If theworkassigned is technical innature,RangeForestOfficercanbeappointedasDeskOfficers.DeskOfficersworkwillbesupervisedbytheOfficeManagerandtheTA/DCO.Formoredetailsseepara50(G).

H. Adopt ‘Single File System’: This is particularly relevant to the Head Office. Manysubjectsrequireconsultationoractionbetweendifferentconstituentoffices.Simplematters are sorted out by exchanging unofficial notes.More complicated ones aresortedoutthroughconstitutionofcommittees,conductingmeetingsanddrawingtheproceedings.Intheexistingsystem,filestendtobeopenedineachofficeasaresultofwhichthereisaproliferationofwork.Thisshouldbeavoided.ThereshallbeonlyonefileonanygivensubjectmatterinHeadOffice.Thissinglefileshallbedevelopedin theoffice towhich themain subject relates. Thefile is then circulated fromoneoffice to another through the File Movement Register. While marking to anotherofficer,theofficermarkingitshouldclearlymentionwhat isexpectedfromthenextofficeinhis/herfilenoting.Officerstowhomthefilehasbeenmarkedshouldrecordtheiropinionorobservationonthefileitself.Shouldhe/sherequiretheopinionofhisofficialsubordinatesoriftheinternalconsultationswithinthatofficearesensitivefordisclosure,thenasub-fileshouldbedeveloped,finalorderspassedinthesub-filefile,acopyofthatorderdocketedinthemainfileandreturnedtotheofficeoforigin.Thereshallbenootherfileonthesamesubjectinanyoffice.Thereshallbeonlyonefileandthesubjectshouldbecomprehensivelydealtonthatfileonly.

I. Redistribution of files/work: Humanbeingsareendowedwithdifferentialcapabilities.Evenundersimilarcircumstances,learningandtheabilitytoachievethetargetscouldgooffthemarkwidely.Whileeveryattemptshouldbemadetobuildthecapabilitiesandtoenablethepersonneltoexcelintheirrespectiveareasofwork,ifthingsdon’tworkasplannedorenvisaged,itisinevitabletoredistributetheworkamongthosewhoaremorecapablebecausemanyactivitiesaremandatory.Asamatterofpractice,subjectscanbegroupedtogetherandcanbehandledeasilyshouldbeassignedtoeachDealingHand/DeskOfficer.HowmanysubjectsandfilescanbeassignedtooneDealingHanddependsonanumberoffactorssuchastheabilitiesoftheperson,volumeofworkinvolvedineachfile/case,proceduresprescribedfordifferentsubjects,guidance,collateralsupportavailableandsoon.Volumeofworkisadynamicfactorandkeepschangingfromtimetotime.TheOfficeManage/TA/DCOmustkeepaconstantwatchonperformanceandredistributetheworkamongdifferentDealingHandswiththepriorpermissionoftheHeadoftheOfficeonceinayear.Followingfilesshouldberedistributed:

i. FileswhicharetoocomplicatedforthepresentDealingHandandhencenotattendedforquitesometime,

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77

ii. FileswhereactionfromaparticularDealingHandiscompletedbutactionisduefromanotherDealingHand/section,

iii. Filenewlycreatedfromanexistingfileforhandlingapartofthesubjectmatterwhichbelongstoadifferentcategory,

iv. Files which are required to be transferred to another Dealing Hand due toredistributionofworkwithintheoffice,and

v. FilesnotpertinenttotheDealingHandbutwronglyheldbyhim/her.

SerialnumbersoffilesclosedortransferredshouldberoundedoffinredinkunderthedatedinitialsoftheOfficeManagerandenteredafreshintheFileRegisterelsewhere.

J. Migrate to Less Paper Office and then to e-Office:Beingsmalloffices,RangeandSub-DivisionalOfficescanmanagewiththemanualsystemofofficemanagement.Divisional,ZonalandCircleOfficesmayrequiresomeamountofautomation.Headofficecertainlyrequirescomputerisationofofficeworkbecauseofthelargevolumeofreceipts,filesandissues.Asimplesystemoftrackingthereceiptstilltheyaredocketed(LMS)onthefileandtrackingfiles(FMS)thereafterisalreadyavailableintheformofLessPaperOffice(LPO).It isbeingpracticedpartially in theHeadOffice.However,as theuseof ICTadvancesinpublicoffices,itmaybecomenecessaryforeachpublicofficeirrespectiveofitssizetodevelopasystemwhereeverycommunicationreceivedisregistered,acknowledged,converted into a soft copy if it not so, given a token number and processed further.Transparencyrequirementmayrequirethatpublicandotherinterestedpersonsshouldbeenabledtotracktheactionbeingtakenbasedonthetokennumber.Thisrequirementmaybecomecommontoalloffices.Ane-Officeapplicationsoftwarehasbeendesignedandputintopracticeathigherlevelsofgovernment.Inthissystem,anycommunicationisfirstconvertedintoasoftcopyandallfurtherprocessingisdoneatallthelevelsonlyon-linetilltheveryendofthesubjectmatter.Aftercompletingtheaction,ifnecessaryacopyofthefullfileisprintedbytheDealingHand/DeskOfficerandarchivedintherecordroom.There isnophysicalmovementofpapersorfilesexcept for this.Even theLPOsoftwareallowsthistocertainextend.ItisdesirablethatKarnatakaForestDepartmentalsoshiftstosuchasystemwhichinanycaseisinevitableintheyearstocome.Afirmfoundationshouldbelaidforthisthroughtraining.

K. Keeping the staff and officers updated:ModerneraischaracterisedbyrapidchangestotheproceduresandpracticesmainlyduetotheICTaswellasthehighpublicdemandfortransparencyandefficientservicedelivery.NewActs,RulesandRegulationscomeintobeingfrequently.It isnecessarytokeepthestaffupdatedontheseaspects.Itshouldbe done through frequent interaction among the office staff, induction training, pre-promotion training, refresher training,workshops, seminars etc., whenever required.

Notes:

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At leastoneworkshop/seminarmustbeorganised throughat theCircle level for theofficestaffwherethedevelopmentsinthelastoneyearandtheirimplicationsshouldbeexplainedtothem.Executivestaffpostedtoofficedutymustbegiven7daysspecialtraining on office procedure. Learning should not be left entirely to the interest ofindividuals.Thereshouldbeamethodofsystematicallyassessingthecapabilitiesofstaffandupdatingtheirskills.

40. Treatment of confidential and secret files

A. Confidential files: HeadoftheOfficemaydecidewhichfilesareconfidentialandgivethem to the custody toOfficeManager/TA/DCO or any other person in the office inwhomhe/shehas full faithandconfidence.Confidentialfileswillbearadifferentfileindex number startingwith X. Each filewill be serially numbered (e.g. X1, X2, X3 ...)followedbytheyear.Confidentialpapersmustbekeptalwaysunderlockandkey.Theyshould be carried personally and discussedwith the Decision Taking Officer and nothandled like other routine correspondence. Confidential communications are sent byname.Repliestosuchcommunicationsshallbesentdirectlyinthenameofthereceivingofficerunlessithasbeenaskedtobesubmittedthroughproperchannel.

B. Secret files:SecretfileswillbearthecodestartingwithZ(e.g.Z1,Z2,Z3...)etc.Secretfilesandpapers should remain in thepersonal custodyof theHeadof theOfficeandbe dealtwith by him/her personally. If relevant for future, they should be personallyhandedovertothenewincumbentatthetimeoftransfer.Asfaraspossibletyping,proofreading,printing,photocopyingetc., shouldbedonedirectlyby theofficerconcernedinhis/her chamber.PersonswithprovencredentialsalonemaybeusedasAssistants.All drafts and rough notes and other routine papers of secret papers and filesmustinvariablybedestroyedassoonasthefaircopiesareready.Ifsecretpapersarerequiredtobeproducedinbulk(e.g.questionpapers),itshouldbedoneinahighsecuritypressofreputewhich isbeingemployedbyotherstateorcentralgovernmentdepartmentsforsimilarpurposes.Numberofcopiesmadeshouldbecarefully recorded,eachcopymachinenumberedseriallyandidentifiedbynumberinthedistributionordespatchlist.Sparecopiesshouldbestrictlylimitedandfullyaccountedfor.HeadoftheOfficeshouldreviewtheproceduresandensurethatthereisabsolutelynoleakageanywhere.Secretpapersshallneverbesentbypost.Theyshouldbesecuritysealedbyplacingatleasttwolayersoftamperproofprotectivecovers,embossedwiththemonogramoftheHeadoftheOffice,put insideawoodenorametalbox, lockedanddespatchedunderproperescort.Keystothelockshouldbecourieredorsentseparately.Wherenecessary,openingand closingof secretpapers couldbe videographedand checked for any tampering/leakage.Theofficerhandlingthesecretpapersshallberesponsibleforanyleakage.

Notes:

79

The informationcontained in confidential/secretfilesandpapers shallnotbeused inanymanner by anyoneexcept as provided.Unauthoriseduse is punishable.Officers and staffwhohandletheconfidential/secretfilesmusttreatthemwithgreatpersonalcare.Noscopeshouldbegivenforleakageoftheinformationatanystagetilltheprocessiscompletedinall respects. Separate ‘Confidential Cases Register’ and ‘Secret Papers Register’ should bemaintained by the officers handling such papers. Sufficient number of pages should bedevoted for recording the proceedings on each file/case till its final disposal. Once theprocessiscompleted,confidential/secretfilesmaybesenttorecordroomaftertakingduecaretosealthefile.Iftheyhavenoarchivalvalue,thefilesshouldbeshreddedmultipletimes,destroyedandburntinthepresenceoftheofficer.

41. Matters concomitant to handling of files A. General lay out and usage of space on official communications:Awrittencommunication

emanatingfromanyofficeshouldobservethefollowingmarginsandnotingnorms:

i. Topmarginshouldbeabout5cm.Itshouldcontainthepostaladdressoftheissuingoffice, contact phone numbers and email ID. For DO letters and other importantcorrespondence,pre-printedoratemplateofletterheadcarryingthenameoftheofficeshouldbeused.TheStateGovernmentEmblemshallbeprintedatthetopofthepageinthemidwidth.Atleast1cmoffreespaceshouldbeavailableonthetop.Pagenumbersatthetimeofdocketingthereceiptsshouldbemarkedinblueorblackinkonthetoprighthandcorner.

ii. Leftmarginshouldbe3cm.Thisspaceshouldbeusedforembossingtheofficesealsofreceivingoffice,markingreceiptnumbers,affixinginitialsbythestaffandofficershandlingthereceiptandissuingshortinstructionsatthereceiptstage.Officesealsetc., should commence from the topof the leftmargin andproceeddownwards.Nothingshouldbeaddedinthemiddle.Spillovernotesifanycancontinueonthepagebottom.

iii. Rightmarginshouldbe2cm.Nothingshouldbementionedinthisspace.However,ifanycitation/referencingtorules,regulations,previousletteretc.,aretobedonethisspacecanbeused.Asharpverticallinemaybedrawnattherelevantplaceandnotemadenexttothat.

iv. Bottommarginshouldbe2cm.Thisspaceshouldbeusedtomarkthepagenumberof the communication at the time of receipt. At the time of recording the file,continuouspagenumbersofthefileshouldberecordedattherightbottomcornerofthepageinredink.

Theaboveconventionsmustbeadheredtoensureuniformityacrossthedepartment.

Notes:

80

B. Opening and handling of Part Files: APartFilemaybeopenedwhenthemainfileisnotlikelytobeavailableforsometimeanditbecomesnecessarytoprocessafreshreceiptoranotewithoutwaitingforitsreturn,orwhenthemainfilehasbecomeratherbulkyinwhichcaseonlytheessentialpaperswhicharerequiredforthedisposalofapointshouldbesubmittedwithaseparatenotesheetandnotthewholefile.APartFilecanbedevelopedintheofficeoforiginoftheoriginalfileandnotbyanyotheroffice.Itwillnormallyconsistof:

i. Copies of ‘Paper Under Consideration’ and other essential papers on the‘Correspondencepartofthemainfile;and

ii. Copiesofofficenotesrecordedonthe‘PaperUnderConsideration’fromthenotesheetpart.

Partfileshouldbearthesamenameastheoriginalfilewithanextensioninparenthesis(Partfile–I,II,IIIandsoon).Detailsabouttheoriginalfilewillbenotedinthenotesheetofthepartfileasapreamble.AfterthePartFileisprocessedandsuitableorderspassed,copyoftheordersopassedshouldbeplacedintheoriginalfilealsoandanotemadeofitinthenotesheetfile.Afteractioniscompleted,PartFilesshouldbeplacedbelowtheoriginalfileandtogethertheyshouldbedepositedintherecordroom.Forexample,ifVigilanceWingfindssomeirregularitiesinworksandrecommendsdisciplinaryactionagainstsomeofficers/staff,Personnel/EstablishmentrelatedOfficewillcreateapartfile,initiateactionagainst thedelinquent, complete theprocessofdepartmentalenquiry,finalize the proceedings, issue necessary orders and return the part file to VigilanceWing.Inthemeanwhile,theVigilanceWingisexpectedhavecompleteditsprobe,fixtheproblemandgetsuitableordersissuedfromcompetentauthoritytopreventrecurrenceoftheproblem.Togethertheymarkthecompletionofaction.ThereafterPartFilewillbeforwardedtothesectiondealingwiththemainfileandtogethertheywillbedepositedintherecordroom.

C. Linking of files: Whentwoormorefilesarelinkedbyacommonsubjectmatter,theme,personorissueetc.,theymaybelinkedifactionisdueonanyoneofthem.Aslipbearingtheword‘pleaseseethelinkedfile’shouldbepinnedtothecoverofthetopmostfile.Whenfilesaretobelinked,theywillbeplacedonacommonfileboardandthestringstiedaroundtomakeitasonebundle.Afterdecisionistaken,copiesoforderswillbeplacedinboththefilesandsuitableentriesaremadeinthenotesheets.Onceactionisover,thefileswillbedelinkedandreturnedtotheDesks.

D. Opening of disjointed files prohibited: Temptation to open files for each and everyreceiptaswellastotreateachreceiptasaseparatefile independentofthepreviouscommunicationsonthesamesubjectmustnotbepermitted.Ifallowed,itleadstochaos

Notes:

81

inthecommunicationsandgivesafalseimpressionthattoomanyfilesarebeinghandledbytheDealingHands.Itwillalsoleadtotakingadhocdecisionswhichisnotdesirable.

E. Taking files and work home:Asfaraspossible,officeworkshouldbeattendedtointheoffice.However,casefileswhichrequireindepthstudy,applicationofmindandwritingof long ordersmay be taken home/sent home in tappal boxes if theDecision TakingOfficersowishes,retainedfor2or3daysatthemost,necessaryordersdraftedandfilesreturnedtooffice.MinisterialHeadoftheofficewillmaintainarecordoffilessenttotheofficers’homeandtheirreturn.ExceptDecisionTakingOfficers,othersarebarredfromtakingtheofficefilesorworktohome.

F. Sending urgent or important tappal to camps: Officers on tour should be updatedtelephonically by theOfficeManager or TA/DCO about urgent and important tappal.Relevantfilesandpapersmaybesenttothehaltingstationthroughaspecialmessengerifthetour iswithintheofficial jurisdiction.Suchfiles/papersshallbedisposedonthesamedaybytheofficersandreturnedtotheofficeonthenextday.

G. Taking out copies of papers from files: Ifatanytime,itisfoundnecessarytotakecopiesofawholefileorsomepagesthereof,itshouldbedoneunderthespecificpermissionoftheOfficeManager/TA/DCO.Originalpapersfromcurrentorrecordedfilesshallneverbeissued.Onlycertifiedphotocopiescanbeissuedunderacknowledgement.

H. Storing files, documents, stores and stocks: Every Dealing Hand/Desk Officer isresponsibleforthesafecustodyoffiles,registers,otherrecordsandstocksifanygiventohis/hercharge.Theymustalwayskeepthefiles,registersandothervaluablesunderlock and key.Official documentsmust be classified and stored. Each shelf should belabelledproperlysothattherequiredfilescanbeeasilylocatedandretrievedeveninhis/herabsence.WhentheDealingHand/DeskOfficerproceedsonleave,keysshouldbehandedovertotheOfficeManager.TheOfficeManagermaytakeoutrequiredfiles/papers/recordspersonally.As soonas theDealingHand/DeskOfficer returns toduty,thekeysshallbehandedover.Formalhandingoverandtakingoveroffilesisnecessary.DealingHand/DeskOfficermustmakesurethatthepapers/filesrequiredduringhis/herabsenceiseasilyavailabletotheOfficeManager.

I. Responsibility for the files at the time of taking over/making over of charge:Wheneverany employee or officer is proceeding on long leave or is transferred out from his/her currentposting,he/she shall handover the chargeof eachfileafterupdating thecorrespondenceandproperlybriefingtheincomingperson.Atthistime,fileswhicharenotrequiredanymoreshouldbeclosedandwiththeapprovaloftheOfficeManager,shouldbesenttotherecordroom.Handingoveroffilesshouldbecompletedinthreedaysatthemost.Achargenotecontainingthedetailsofrecords/fileshandedover/taken

Notes:

82

over,listoflongpendingfiles,files/worktobeattendedonpriorityetc.,shouldbelistedinthereport.AcopyshouldbegiventoOfficeManager.

J. Security of official information and documents:Noofficeroremployeeofthedepartmentshall communicate directly or indirectly any official document or any part thereof orinformationwhichhascomeintohispossessioninthecourseofhisofficialduties,orhasbeenprepared,collectedorcompiledbyhimtoanyotherperson,PressofElectronicMediaunlessspecificallyauthorisedbytheRTIActandRulesorthedepartmentalrules.

K. Maintenance of Call Book: Files on which no action is required to be taken for thenext3monthsormoreshouldbemaybestoredseparatelybytheDealingHand/DeskOfficeraftermakingasuitableentry intheReminderDiary.However, ifstoragespaceisaconstraint,suchfilescouldbedepositedwiththeRecordRoomAssistantwiththepermissionoftheOfficeManager.DetailsofsuchfilesmustbeenteredintheCallBookusingthefollowingformat:

Call book

Officeof__________

Sl no File no

Subject matter

Reason for depositing

Likely date of revival

Initials of Dealing

Hand

Initials of Office Manager

Initials of the Record

Room Assistant

Date of recall

Initials of the Record

room Assistant

Initials of Dealing

Hand

EachDealingHand/DeskOfficerwillhavehis/herowncallbookwhereentrieswillbemade.Wheneverrequiredthefileswillberecalledandprocessed.

42. Maintaining permanent dossiers and registers Beingalandbasedorganisation,KarnatakaForestDepartmentisrequiredtomaintaincertainrecordsforalltimes.E.g.GazetteNotificationsofforestlands,originalsurveymaps,forestleaseagreements,rightsrecognisedundertheForestRightsAct,Judgementsofhighercourtsonlandmatters,inventoryoffloraandfauna,recordsofpermanentpreservationplots,andsoon.Suchrecordsshouldbemaintainedintheformofpermanentdossiersandpreservedverycarefullyintherecordroom.Dossierisacompletesetoforiginalrecordsaboutaneventorasubjectmatter.

Adossierconsistsofahardboundboxfilewithmetalringstoholdthedocuments.ThisfileisagainenclosedinanotherhardplasticorPVCcasetomakethedocumentpestanddamageproof.Firsteachdossieristobebuiltcarefullywithoriginalrecords.Iforiginalrecordsarenotavailable,copiescertifiedbythecompetentauthoritiescanalsobetakentothesedossiers.Documentsshallbearrangedinchronologicalorder,givenpagenumbers,eachsheetofthe

Notes:

83

documentlaminatedproperly,punchedcorrectlyandplacedonthecorrespondenceportionofaleverfile.Anindexofthepaperssopreservedshallbemaintainedonthenoteportionofthefile.Routinecorrespondenceshallnotbefiledinthesedossiers.However,itmaycontaincopiesoftheordersandanycorrespondencethatmayhaveacriticalbearingontheotherordersordocumentscontainedinthedossier.

Eachandeverydossiermustbecarefullybuilt,givenapropertitleandaserialnumber.Onlytheserialnumberwillbemarkedonthecase(butnotthetitle)withapermanentmarker. All the dossiers prepared shall be entered in a permanent registermaintainedby theDealingHand/DeskOfficer. Thesedossierswill beused very sparingly. Secondly,contents of the dossier shall not be publicly disclosed. Hence each dossier must beenclosed in a case and then preserved in the record room under the joint custody oftheDealingHand/DeskOfficerandtheRecordRoomAssistantinaclosedmetalfilerackhavingdoublelocksystem.TheRecordRoomAssistantneednotgothroughthecontentsof thedossier.He/sheshouldbe satisfiedwith thedossiernumber.Whenever requiredfor referencepurposes,anydossierscanbe takenoutafter recording themovement inthe IssueRegisterof record room. Soonafter thepurpose is over, thedossiermustbereplacedin itsoriginalplaceintherecordroom.Minimallythereshouldbeonedossierforeachnotified forest,protectedareaand forest lease.Otherdossiers asprescribe intheKarnatakaForestCode,Manual,andRulesandsoonandshouldalsobedeveloped,preservedandusedsparingly.Wheneveranyneworderispassedonasubjectcontainedinthedossier,acopyoforiginalordermustfindaplaceinthedossier.Thesedossiershavehigharchivalvalueandthereforeshouldbeentrustedtoreliableemployee(s).

43. Office inspectionsOffice inspections are not investigations. They are meant to find out the state of affairsandensureeffectivefunctioningoftheoffice. It ismeantfor introspectionand immediatecorrection.Only inexceptionalcases itcanbeusedasa tool for initiatingpunitiveaction.EveryHeadoftheOfficeisresponsiblefororganisingthreetypesofofficeinspectionsnamely:

A. Monthly table inspection by the Ministerial Head/TA/DCO: Tableinspectionhasbeendealtinpara39(d)above.Essentiallyitisatooltokeepawatchoverdelays.Headoftheofficeshouldmakesurethatthisisbeingdoneandthefindingsreachhis/hertableattheendoffirstweekeverymonth.Findingsshouldbereviewedandlaggardsifanyshouldbesuitablyadvised.

B. Annual Inspection the Head of the Office: He/shemusttakeupanannualinspectionofhisownofficeinthefirstfortnightofAprileveryyear.Itmustbeconductedinaccordancewith the proforma for office inspections prescribed by the HeadOffice. It should becompletedbeforetheannualinspectionsarelaunchedbythenexthigherofficerwithin

Notes:

84

thedepartmentortheAccountantGeneralofKarnataka.Compliancewithproceduresandupdatingofrecordsisasimportantasthefieldwork.HenceControllingOfficermustspareatleasthalfadayforofficeinspectionswhenevertheycomeontour/inspectionstounderstandthewayprogramsareunderstood,planned,implementedandrecordsaremaintainedbythesubordinateofficers.

C. Annual inspection of subordinate offices:EveryControllingOfficerisresponsibleforundertakingannual inspectionofallhis/her immediatesubordinateoffices(Level I)andonerandomlyselectedloweroffice(LevelII).SelectionofLevelIIofficesshouldbedonerandomly.AnofficeinspectedalreadyneednotbeinspectedtillthefullcycleofallLevelIIOfficesiscompleted.Followingisthescaleofinspectionstobeconductedbydifferentofficers:

Sl no Name of controlling officerOffices to be inspected

Level I Level II1 DivisionalOfficers AllRangeOffices AllSub-DivisionalOffices2 CircleOfficers AllDivisionalOffices AnytwoSub-DivisionalOffices3 HeadofrespectiveWingsinHO ZonalOffices AnytwoimmediatelowerOffices4 Budget,AccountsandAuditWinginHO AllCircleOffices OneDivisionalOfficeperCircle

D. Annual calendar of office inspections: Since all the offices in the state have to besubjectedtoatleastoneofficeinspectioneveryyear,itisnecessarytodrawanannualcalendar of inspections indicating themonth, offices to be inspected and inspectionteammembers.ItshouldbedonebytheHeadoftheBudget,AccountsandAuditOfficeintheHeadOfficeinconsultationwithheadsofconstituentofficesinHeadOfficeandCircleOfficers.ThecalendarshouldbepreparedinDecembereveryyearandapprovedand circulated to all theofficers in the statebeforeMarch.Annual office inspectionswillproceedaccordinglyduringthenextfinancialyear.Progressofofficeinspectionswillbemonitoredcentrally.Compliancewith the inspectionobservationswillhoweverbemonitoredbytherespectivecontrollingofficers.

E. Proforma for inspections:ListofitemsforinspectionshouldbedrawnfromthevariousActs,Rules,CodesandRegulationsprescribedbytheStateGovernment.Proformaforinspectionwillbeprepared/approvedbytheHeadOffice.Itwillbereviewedandrevisedonceinfiveyearstoincluderecenttopics.Theproformasoapprovedaloneshouldbeusedforofficeinspections.

F. Multiple inspection teams to be constituted at HO level: Since the numbers ofsubordinateoffices tobe inspectedandmonitoredby theHeadOfficearemany, theHeadofBudget,AccountsandAuditOfficemay,withthepriorpermissionofPrincipalChiefConservatorofForests(HoFF),constituteasmanyOfficeInspectionTeamsasare

Notes:

85

requiredwith officers and staff drawn fromdifferent constituent offices inHO. TeammembersshouldbeatleastoftherankofSectionofficers.Eachteamisresponsibleforcompletingtheassignedwork.

G. Memo reading by the Controlling Officers:Aftertheofficeinspection,onemonthtimeshallbegiventosubordinateofficestocompletependingworks,irregularitiesandothershortcomings ifany.Thereafterone/two leadmembersof thesameOffice InspectionTeamwillrevisittheofficeandcheckthecompliance.Theywillprovidefurtheradviceandguidancetothesubordinateofficestocompletetheremainingitemsifany.Withinthe next one month the respective Controlling Officers should undertake a memoreadingintherespectiveofficestocheckandseeifalltheinspectionobservationshavebeencompliedwith.Ifnothe/sheshouldgetitdoneonthespot.ControllingOfficersarenotboundbyinspectionobservationsalone.Theycangobeyondandcheckiftheofficeisbeingmanagedefficientlyandthepublicpurposeisbeingserved.

H. Time limits for completing office inspections:Officeinspectionsshouldbeashort/briefaffair.Itshouldnothangonforyears.Includingcomplianceandmemoreading,annualinspectionshouldnottakemorethanthreemonths.Wheneveranewofficeinspectionistakenup,itshouldbeginwiththereviewofpreviousyear’sinspectionreportandtheoutcome.Closureofthepreviousreportshouldbeensuredatthetimeofnextinspection.Ifthereareanyleftoverparagraphs,theyshouldbetakentothenewinspectionreportandthepreviousonemustbeclosedfully.

I. Maintaining Inspection and Audit Minutes Book: Ministerial Head in every officewill maintain and Inspection and AuditMinutes Book where the details of all officeinspectionsandauditarerecordedincludingfollowupvisits,actiontakenandclosure.A fewpageswill be reserved for each office inspection/audit. Journal (chronological)entrieswillbemadeabouteachvisit.Detailsshouldincludemembersoftheinspectionsteam,numberofnotes/observationsmade,numbercompliedwithonthespot,numberofrepliessenteachtime,numberofobservationsfinallydropped,dateofmemoreadingandfinalclosurealongwithadviceforfutureifany.FormatoftheInspectionandAuditMinutesBookshallbeasfollows:

Inspection and Audit Minutes Book

Officeof________________1. Typeofinspection/audit2. PeriodofInspection/Audit3. Names of Inspection/Audit Team

members4. Totalnumberofobservationsmade

duringtheinspection/audit

Notes:

86

5. Number of observations droppedafterreply

6. Date of receipt of final inspection/auditreport

7. Number of retained paragraphs inPartAofthereport(seriousparas)

8. Number of retained paragraphs inPartAofthereport(routineparas)

9. Followupactiontaken

Date Action taken Paras replied to

Whether reply was accepted Remarks

10.Date of next review by theinspectionAuditteam

11.Numberofparasfinallydropped12.Number of paras retained and

carriedovertonextinspection/auditreport

Recording of files

44. Importance of maintaining recordsForestryisalandbasedactivity.SettingapartReservedForests,ProtectedAreasandmanagingthemforthebenefitofthesocietymaylastcenturiesandmillennia.Forestryactivitieslikeroadmaking,logging,planting,establishingrecreationalfacilitiesetc.,arelongtermventures.Hence record keeping is an integral part of forest administration. Records about the landownership,rightsandprivilegesadmitted,leasesgranted,forestinventory,investmentsmadeonprotectionanddevelopmentetc.,areindispensableforgleaningintothepastmanagementbased on which futuremanagement has to be planned. Hence forest records should bemaintainedonparwiththatofRevenue(Land)AdministrationintheState.Poororimproperrecordmaintenancewillleadtonumerousproblemsandprotractedlawsuits.Henceisveryessentialtoorganiserecordroomsonscientificlines.Recordroommanagementshouldbegivendueimportanceatalltimesandshallnotbetreatedlightly.

45. Offices of RecordRecordingistheprocessofclosingfiles,registers,document,maps,reportsandotherofficialrecordsafteractiononalltheissuesunderconsiderationhavebeencompletedandnofurtheraction isdue.Closedfiles/registers shouldbedeposited in theRecordRoom.SinceRangeand Sub-DivisionalOffices are too small andnot vestedwithnecessaryhuman resources,theyneednotmaintainRecordRoom.DivisionalOfficesarethefirstofficeofRecord.Range

Notes:

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and Sub-Divisional Offices shall deposit their closed records with the Divisional Officesunderacknowledgement.Thisworkshouldbedoneaftertheoffice inspection isoverandalloutstandingparagraphsareclosed.TheyshallmaintainapermanentRegisterofRecordsdeposited.Wheneverrequired,recordscanberetrievedandreturnedtotherecordroomasperrulesbut.AllhigherofficeswillalsomaintaintheirrespectiveRecordRooms.AsaruletheofficeinwhichasubjectmatteroriginatedshallbetheofficeofOriginalRecord.Theywillbethesourcerecordsforallfuturereferences.AllDivisionalandhigherofficesinthedepartmentandtheHeadOfficeshallmaintainaproperlyorganisedRecordRoom.

46. Rules for recording of files

A. Procedure for recording of files Thefollowingprocedureshallbefollowedforrecording:

i. Sortoutthefilestoberecordedbasedontheyearofopening.ObtaintheapprovaloftheOfficeManager.SquareofftherelevantfilenumberintheRegisterofFiles.

ii. Remove the old file cover, paper flags, used postage covers, reminders,acknowledgements, drafts, working-sheets, additional/spare copies, stapler pins,gemclips,etc.,fromthefileandretainonlyonesetofcopiesoforiginalrecords.

iii. Add a coloured separator and pool the notes portion aswell as correspondenceportionofthefileasone.

iv. Processpartfile(s)ifanyonsimilarlinesandaddthemtothemainfileattheend.Adifferentlycolouredseparatorsheetshouldbeplacedbetweenmainfileandeachoneofthepartfile(s).Ifpartfilesarebulky,eachpartfilecanberecordedseparately.

v. Givecontinuousnumberstoallretainedpagesstartingfromthefirstpageofthenoteportiontilltheendoftherecordonthebottomrighthandcornerinredink.

vi. Lookthroughthefilenotingsforreferencescitedinthetext.Inserttherelevantpagenumberswhereflaglabelshavebeenmentioned.

vii. Photocopyimportantdecisions,documentsetc.,whichhaveprecedencevalueandaddthemtotheStandingGuardFileon‘PrecedenceCases’.ThisGuardFileistobemaintainedbytheDealingHand/DeskOfficer.Addasummarysheetontopofeachprecedencecasepapers.Formatofthesummarysheetshallbeasfollows:

Precedence Cases

Officeof______________

Sl no Subject matter

Date of decision

Decision by whom

Decision in brief File no Page no Record no

Notes:

88

viii. Placetheretainedpapersbetweentwothickbrownfilecovers–oneatthetopandoneatthebottomofthepapers.Stitchthepapersandthefilecoversalongthewholelengthonthelefthandsideasabookaftersettingthemarginsproperly.Affixtheofficesealontop.

ix. Obtain the requirednumberof tokens fromtheRecordRoomAssistant.TheseareserialnumbersincontinuationintheRegisterofRecordsReceived.Theyareprintedonstickersinbold(lettersize2inches).Pasteonestickeronrighthandtopcornerofthefile.

x. Notethefollowingdetailsonthecoverpageoftherecord:

a. Serialnumberoftherecordbeingdepositedfromthesameoffice.

b. Revised/editedtitlewhichcandescribethecontentsappropriately.

c. Volumenumberofthefilenexttothetitle,ifapplicable.

d. Totalnumberofpages.

e. Recordretentioncategory.

f. Dateofdeposit.

g. Indicativeyearofreview/weedingoutanddestruction.

xi. TaketheabovedetailsintotheRegisterofRecordsoftheDesk.ThisisapermanentregistertobemaintainedbyeachDealingHand/DeskOfficer.ItwillhaveanadditionalcolumnforthesignatureoftheRecordRoomAssistant.

xii. CarrythefilestotherecordroomanddeliverthemtotheRecordRoomAssistantunderacknowledgementintheRegisterofRecords.

B. Recording of registers, reports, dossiers etc Registers, dossiers, published reports (e.g.WorkingPlans, ProjectReports, Evaluation

Reports) etc., which are not required by the Desk in the near future should also besenttotherecordroomforpreservationafterobtainingapprovalfromOfficeManager.Dossiersneedtobecleanedupifnecessaryonthelinesoffilesdiscussedabove.Thereisnocleaninginvolvedinrespectofregisters,printedreportsetc.Theyhavetobelisted,giventhetokennumbers,enteredintheRegisterofRecordsanddepositedintherecordroomunderacknowledgement.Thesedocumentshavetobestackedseparatelyintherecordroomandshouldnotbemixedupwithfiles.

C. Recording of maps, building plans etc Mapsandplansareveryvaluabledocuments.Theymustbepreservedverycarefully.

Theyshouldalwaysbetreatedaspermanentrecordunlessspecifiedotherwise.Theyare

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usuallyappendedtoamainorder,notifications,reportsetc.Seldomaretheystand-alonedocuments. Hence they should be preserved along with connectedmain document.Normallytheyarebiggerinsizeandpronefordamagewhilehandling.Wherepossible,theyshouldbecarefullyremovedfromthemainreport,laminated,re-attachedatthesame place and sent to the record room. If themaps/plans are stand-alone type, abriefnoteonwhatthesemapspertainto,yearofmap,whodidthemapping/planningwork, background context etc., should be noted on the back of the map/plan, dulyauthenticatedandsenttotherecordroom.Sincemaps/plansetc.,areapartofthefile,theyshouldbetreatedasapartofrecordedfilesandarrangedaccordingly.

D. Procedure for recording e-files and documents Importante-filesaregenerallyconvertedintohardcopies.Recordingofhardcopieswillbe

doneaspertheproceduredescribedabove.Ifthatisnotthecaseande-filesremainedassoftcopiesonly,thefollowingprocedureshallbefollowedforrecordingthem:

i. Digitalrecordsaretobemaintainedsimilartothehardcopyfiles,registersetc.TheDealingHand/DeskOfficerwillclassifytherecordappropriately. Itwillbecheckedandconfirmedbyhis/hernextimmediatehigherauthorityforsendingtothearchive.

ii. TheICTCentreshallprovidesomesecuredigitalspaceinthedepartmentalwebserverforarchivinge-files.AccesstothisspaceislimitedonlytotheRecordRoomStaff.

iii. Thee-filestoberecordedwillbetransferredtotheRecordRoomAssistantbyanysuitablemeans.He/shewillpostitonthearchive,makeanentryinhis/herregisterandissueanacknowledgementtotheDealingHand/Deskofficer.Itwillcontaintheexactlocationofthee-filearchivedandsomebasicdetailsaboutthefiles.

iv. TheacknowledgementswillbepreservedsecurelybytheDealingHand/DeskOfficer.

E. Action by the Record Room Assistant ThereshallbeaRecordRoomAssistantineveryOfficeofRecord.He/sheshouldhave

computer training.Asuitablesearchablesoftwaredatabaseshallbedesignedby theICTCentreandinstalledineveryRecordroomonadesktop.RecordRoomAssistantwillreceivetherecordsfromtheDealingHands/DeskOfficers,makenecessaryentriesintherecordroomdatabaseandpreservetherecordssafely.OnlytheRecordRoomAssistantisauthorisedtoopentheseracks,deposittherecordsaccordingtothetokennumbers,deliverthemondemandtotheDealingHands/DeskOfficers,recoverandreplacethemassoonaspossible.

F. Time for recording Closedfilesandrecordscanbesenttorecordroomanytime.However,filesandrecords

whichmayberequiredforofficeinspection/auditshouldberetainedtilltheprocess

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is completed.Filesand recordsnot requiredanymoreshouldbedepositedwithinamonth after the office inspection/audit. Files/records which have no inspection orauditvaluemayberecordedanytime.

47. Record Retention ScheduleThe Right to Information Act and Rules have changed the paradigm of record retentionschedule.TheprovisionsofRTIActandrulesmustalwaysbekeptinmindwhileclassifyingtherecords.RecordstobesenttorecordroomshouldbeclassifiedintofourbroadcategoriestitledasA,B,CandDforthepurposeofdeterminingtheperiodofretentionaccordingtothefollowingcriteria:

A. Class A records: It includesfiles/registers/recordstobepreservedpermanentlyforalltimes.Veryolddocumentswherethepapershavebecomefragilecanbemicrofilmedand preserved. Alternatively, each page can be laminated carefully and preserved.Books,reportsetc.,couldbeconvertedintoe-documentsbyscanningandsavedthemonthewebserver.Theserecordsshallnotbedestroyedunderanycircumstancesandatanypointoftime.Eachofficeneedstocategorizetherecords independently. It isnotpossibletoprovideandexhaustivelistoffilesandrecordshere.Andindicativelistisfurnishedbelowwhichshouldserveasaguide:

i. Alltypesandcategoriesoflandrecordsincludingforestleasecases.

ii. CopiesofpreviousActs,Rules,Regulations,Manuals,Codesetc.

iii. NotificationsissuedundervariousActsandRules.

iv. Policyrelateddocuments.

v. Governmentanddepartmentalnotificationsandcirculars.

vi. Establishmentmatterssuchascreationofposts/organisationalunits,recruitments,seniority,promotions,retirementsetc.

vii. Importantcourtlitigationsor‘causescelebres’havingprecedencevalue.

viii. WorksrelatedRecordsandregisters(logging,planting,infrastructurecreationetc)

ix. AnnualReportandAnnualAdministrationReports.

x. WorkingPlans.

xi. StateofForestReports.

xii. Cashbooks.

xiii. Plantationjournals.

xiv. Recordofyield.

xv. Recordofsales.

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As far as possible ‘A’ category records of reference value should be convertedinto e-books within one year of deposit. Soft copies should be preserved on thedepartmental web portal and also with the Record Room Assistant. These recordsshouldnotbeissuedfrequentlyassomeofthemmaybeindilapidatedcondition.Softcopiesshouldbeusedasfaraspossible.Onlywhenoriginalrecordsarerequiredbycourts,theyshouldbetakenoutandreturnedtotherecordassoonaspossible.Theymustbehandledwithextremecare.

B. Class B records: Itincludesrecordstobepreservedupto30yearsandmaybedestroyedthereafter.Thesearerecordsofhistoricalimportance.Followingisthetentativelist:

i. Projectrelatedfiles,registersanddocuments.

ii. Tourdiariesofofficers.

iii. Departmentalenquiryfiles.

iv. Measurement Book, Field Note Book, Annual Plan of Operations, estimates, andcompletioncertificates.

v. VillageForestCommittee,Eco-DevelopmentCommitteedocuments.

vi. Documentaryfilms.

vii. EvaluationReportsandanyotherofficialpublications.

viii. Importanteventslikebambooflowering.

ix. Financialandstatisticaldata.

x. Malkifiles.

C. Class C records:Itincludesrecordstobepreservedupto20yearsandmaybedestroyedthereafter.Followingisthetentativelist:

i. GuardFilescontainingorders/circularsetc.,whichhavebeenincorporatedintothelatesteditionofActs/Rules/Regulations.

ii. Vigilancematters.

iii. Registersonvariousroutinesubjects.

D. Class D: It includes records to be preserved up to 10 years and may be destroyedthereafter.Followingisthetentativelist:

i. Annualperformancereportsoftheofficersandstaff

ii. Inward/outward/localdeliveryregisters.

iii. RTIapplicationsanddisposals.

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92

iv. Petitionsandcomplaintsagainststaffandofficers.

v. Proceedingsofreviewmeetings.

vi. LA,LCandParliamentquestionsandanswers.

vii. Non-technicaljournalsandmagazines.

DecisionoftheHeadoftheOfficeshallbefinalontherecordretentionperiod.Itisnotnecessarytopreservetherecordstilltheendoftheprescribedperiod.Ifarecordcanbedestroyedearlier,itcanbeindicatedontherecorditselfnexttothecategory(e.g.RecordcategoryB-25meansitisaBcategoryrecordtobepreservedfor25years;D-7meansDcategoryrecordtobepreservedonlyfor7yearsandsoon).Ifnothingismentioned,therecordwillbepreservedforthemaximumperiodoftherecordcategory.

48. Record Room Management

A. Staffing the record rooms: Record room shall bemanaged by trained Record RoomAssistants at theDivisional, Circle andZonaloffices.Record room inHOmusthaveaSectionOfficerandoneGroupDemployee.RecordRoomStaffwillworkdirectlyunderthe control ofOfficeManager. Theywill sit either in a separate enclosurewithin therecordroomifthespacepermits.Otherwisetheywillsitjustoutsidetherecordroom.Recordroomshallneverbeleftopenorremainunattended.Itshouldbekeptunderlockandkeywhenevertherecordroomstaffisaway.

B. Providing for proper space and infrastructure:Recordroomsrequire leakproof,dustproofandfiresafebuildinghavingsufficientspaceforpreservingtherecordsofalltheadministrativeunitsintheoffice.Thereshouldbeproperlightingandspaceforworkingoftherecordroomstaff.Wallmountedfireprotectionequipmentshallbeinstalledinall the record rooms. Records shall be classified and stored inmovableMobileRackCompactorsinaccordancewiththetokennumbersassignedtotherecords.Thesearelockable,rodent,insectanddustproofracks.Theyprovidedeffectiveprotectiontotherecords. Theyhave alreadybeen installed inHeadOffice and someCircleOffices.AllOfficesofRecord includingDivisionalOffices should install themas soon aspossible.Theyshallnotbestoredinanyothertypesofshelvesandinanyothermanner.

C. Ownership for the records: Files closed, recordedand consigned to the record roomwill be a part of the departmental archive. Managing them is the responsibility ofRecordRoomAssistant.OfficeManagerwillsupervisetheseoperations.InHeadOffice,PCCF (HoFF)will designate theManager responsible.A recordedfile can’tbe revivedasacurrentfile. If thenecessityarises,anewfilemaybeopenedasvolume IIasanextensionofthepreviousfilealongwith importantdocumentsfromthepreviousfile.

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Once recorded, Dealing Hands/Desk Officers can only borrow them for reference orcopyingbutshallreturnthemquicklytotherecordroom.Activitiesoftherecordroom:ItincludesreceivingtherecordsforpreservationaspertheRecordRetentionsSchedule,lendingandrecoveringof records,weedingouttime-barredrecords,destroyingthemannuallyandmaintainingtheremainingrecords.

D. Rules for handling records in the record room: Whenever records are received forpreservation,recordroomstaffwillproceedasfollows:

i. Record Room Assistants shall receive the records, check the completeness andcorrectnessof thedetailsprovidedon thecoverpagewithwhat isactually foundinsideand issueanacknowledgement.Unlessrecordsareprepared inaccordancewiththeprescribedprocedure,theyshallnotbeacceptedintherecordroom.

ii. Everyrecordacceptedwillbeenteredinthesearchabledatabaseofrecordroomandanacknowledgementwillbeissuedtothedepositor.Amanualregisterwillalsobemaintainedasastandbytogetoveranyproblemswithpowertripsorwiththecomputers.FormatoftheRecordRoomRegistershallbeasfollows:

Records Received Register

Officeof________________

Date Recordroomtokennumber

Subjectmatter Noofpages Record

categoryYearof

destructionDeposited

bySignatureofthedepositor

iii. Recordsshallbestackedinrowsinaccordancewiththetokennumbersassignedtothem.Theywillbestackedwithaslightslanttorightsidetokeepthetokennumbervisible.Recordswillbearrangedstartingfromthetoplefthandcornertothebottomrighthandcornerineachmobilerackcompactor.Ittherackgetsfull,itwillmovetothenextracktotherighthandsideandifthatalsogetsfull,thenitwillgotheracknextbehind.Sufficientnumberofracksmustbeinstalledintherecordroomrightatthebeginningtolastfornexttenyears.

iv. OfficeManagerscanrecallanyrecordfromtherecordroomifnecessaryatanytimeforreferencepurpose.Anyrecordcanonlybeissuedforamaximumof7daysafterwhichitshallbereturned.Arequisitioncontainingthetokennumberoftherecordshouldbesenttotherecordroom.Therecordwillbeissuedunderacknowledgementafter making necessary entries in the Register of Records Issued. Format of theregistershallbeasunder:

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Records Issue Register

Officeof___________

Date Request received from

Token number of the record

Subject matter

Date of issue

Signature of the receiver

Date of return

Initials of Record Room Asst

v. Atthetimeofreturn,theRecordRoomAssistantshouldchecktherecordandensurethattherearenomissingpages,textetc.,andthattherecordisnottamperedinanyway.Itwillthenbereplacedinitsoriginalplace.

E. Annual maintenance:OfficeManagerwillmakearrangementsforprophylactictreatmentof record room annually at an appropriate time.He/she should also ensure that therecordroomismaintainedregularlyandthereisnodamageofanysorttorecords.

F. Bar on record room staff dealing with public:Staffoftherecordroomarebarredfromdealingwithpublicinanymannerdirectly.Anycitizen(notbeingadepartmentalofficerorfunctionary)mayseekcopiesofanyrecordundertheRTIAct,2005.TheInformationOfficernotifiedundertheActwilltransfertherequesttotheOfficeManagerwhowillgettherelevantrecordfromtherecordroomandgettherelevantdocumentsissuedunderproperacknowledgement.Therecordwillthenbereturnedtotherecordroomforpreservation.

G. Weeding out time-barred records: B,CandDcategoryrecordswhoseretentionperiodisovershouldbepulledoutanddestroyedannually.RecordRoomAssistantshouldtakeupweedingoperationsannuallyinthemonthofSeptemberandcompleteitbyDecember.Thefollowingprocedureshallbefollowedforweedingoutanddestruction:

i. Theperiodprescribed fordestructioncommences fromthedateof receiptof therecordattherecordroom.

ii. RecordsduefordestructionwillbelistedeachyearandtheDealingHand/DeskOfficerconcernedwillbenotifiedabouttheproposeddestructioninthemonthofAugust.

iii. Within aweek of receipt of such communication, the Dealing Hand/DeskOfficermustvisittherecordroom,gothroughtherelevantrecordsonceagainandextendthelifeoftherecordifnecessary.RecordRetentionCategorycanalsobechanged.IftheDealingHand/DeskOfficerdoesnotturnupandifthereisnocommunicationfromhim/herrecordsshallbedestroyedasproposed.

iv. Recordsscheduledfordestructionasperthelistwillbepulledoutfromtheirshelves.Detailsofeachrecordbeingtakenoutshallbementionedonathickpaperboard.It should include name/subject matter of the record, date of deposit, deposited

Notes:

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bywhom,recordofcategory,periodofpreservation,numberofpagesanddateofdestruction. Itshallbegiventhesametokennumberand inserted inplaceof therecordbeingdestroyed.This sheet isan indication thatacertain recordhasbeenofficially destroyed. Records taken out for destruction shall be kept in a separateplaceforthefinalinspectionofOfficeManager.

v. OfficeManager will inspect each file and give his/her clearance for destruction.If there is any doubt, he/shewill crosscheckwith the Dealing Hand/DeskOfficerconcerned.Recordswhicharenottobedestroyedwillbesentbacktotheshelves.Revisedretentioncategoryandtheyearinwhichtodestroywillbemarkedafreshonsuchrecords.RecordsfinallylistedfordestructionwillbelistedintheRegisterofRecorddestroyed.Formatoftheregistershallbeasfollows:

Records Destroyed Register

Officeof____________

Record no

Date of deposit

Deposited by Category Subject

Indicative date of

destruction

Actual date of

destruction

Initials of Record

Room Asst

Initials of Office manager

vi. Recordofconfidentialandsecretnaturewillbeburntontheappointeddayawayfrom the office under the supervision of Office Manager. Other record will beshreddedintopiecesandsoldaswastepaperassoonaspossible.

Duties and Responsibilities of Officers and Staff

49. Classification of officers and staffEmployeesworkinginKFDbelongtofourbroadcategoriesasindicatedinthetablebelow:

Executive Ministerial

Officers ExecutiveofficersGroupA&B

MinisterialofficersGroupA&B

Staff ExecutivestaffGroupC&D

MinisterialstaffGroupC&D

There are two broad cadres of employees namely executive and ministerial. Those whoexercisepowerandauthorityunder therelevantActsandRulesare theExecutiveCadres.SubordinateswhoaidandassisttheExecutiveCadresintheofficeworkbelongtoMinisterialCadres. StateGovernment has classified its employees intoGroupA, B, C andD. PersonsrecruitedtoGroupAandBpostsareofficersbecausetheyholdpositionsofauthority.Personsrecruited toGroupCandDpostsare theemployeesor staff.GroupDemployeesare thelowestinthehierarchy.Theyareengagedinphysicalworkaccordingtothewrittenororal

Notes:

96

instructionsoftheirimmediatesuperiors.TheyarecalledasSupportStafforSub-Staff.GroupCandDemployeeswearinguniformsandworkinginthefieldarecalledastheFrontlineStaff.Executiveofficerswieldauthorityinthefieldaswellasintheoffice.AuthorityofMinisterialofficersislimitedtoofficeadministrationonly.Theirworkingissubjecttosuperintendenceby the Executive Officers. All Forest Offices in the state are headed by Forest Officers ofappropriaterank.EachoneofthemiscalledasHeadoftheOffice.He/sheistheControllingOfficerforalltheofficersandemployeesworkingunderhim/her.

50. Duties and responsibilities of various officers and staffMorethanfortydifferentcadresofofficersandstaffworkindifferentoffices.Followingisthebriefdescriptionoftheirdutiesandresponsibilitiesinsofarastheofficeworkisconcerned.

A. Head of the Office:Headof theOffice is thehighestofficerholding thechargeofanoffice.AstheChiefOfficer,he/sheisresponsibleforallitsactivities.He/sheisauthorisedtoconductofficialbusinessandcarryoutcorrespondencebydesignation.Someofficesmay be tinywith a few or no subordinates. Somemay bemore elaborate and fairlycomplex.RangeForestOfficeisthelowestandthePCCF(HoFF)isthehighestHeadoftheOfficeinthedepartment.

Following are the generic duties and responsibilities of the Head of the Office withrespecttotheofficework:

i. Toorganisetheofficeintofunctionalunitsforefficientworking.

ii. Toassigndutiesandresponsibilitiesequitablytoallthesubordinates.

iii. Toensurethatofficersandemployeesattendtotheirdutiespromptly.

iv. Toguidethesubordinatesandoverseetheirworkregularly.

v. ToimplementrelevantActs,RulesandRegulationssincerely.

vi. Toensurethatavailableresourcesandfacilitiesareusedefficiently.

vii. Tokeepintouchwithsubordinates,superiorsandthepublicatalltimes.

viii. Toworkaccordingtothedirectionsofseniorofficers/government.

ix. Toensurethatcitizensaresatisfiedwiththeservicequality.

x. Toensurethatgovernmentworkisnotimpairedinanymanner.

xi. Toupholdthemoralandethicalintegrityandtoleadbypersonalexample.

B. Duties and responsibilities of TA/DCO:TechnicalAdvisorisaForestOfficerintherankofACF/DCFwhoisthesecondincommandintheofficebyrank.OfficersoftherankofCF

Notes:

97

andaboveshallbecalledasDeputyChiefofOffice(DCO).MaindutiesandresponsibilitiesofTA/DCOareto:

i. WorkundertheoveralladministrativecontrolanddirectionoftheHeadoftheOffice;beaconnectinglinkbetweenthestaffandofficersworkingintheoffice.

ii. Bewellacquaintedwiththeofficeprocedures,Acts,Rules,ManualsandinstructionsofageneralnaturerelatingtoFinance,PersonnelandGeneralAdministrationofthedepartmenttoensureeffectiveandpurposefulcontroloftheoffice.TA/DCOshouldbeinpossessionofacopyoftheStandingGuardFiles,Acts,Rules,Manuals,Codes,HandBooksetc.,readyathandforconsultation.

iii. TakecareofthedaytodayfunctionsoftheofficeandenabletheHeadoftheOfficetofindsufficienttimeforfieldworksandinspections.

iv. Guide,monitor,reviewtheperformanceandcontroltheworkingofalltheministerialstaff/officersintheofficeandbeasourceofguidancetothem.

v. Ensurethattheinfrastructureintheofficeiswellmaintainedandusedfully.

vi. Monitor themovementof tappal,filesandoutwardcommunications in theofficeandtakestepsto improvetheefficiency.Allofficefilesandcommunicationsmustpassthroughhim/herinvariably.

vii. Signtheoutwardcommunicationsandordersinhis/herownnameanddesignationanddisposetheminaccordancewiththedelegationofpowers.

viii. Ensurethattheprogressreportsandotherscheduledreturnsaresubmittedontime.

ix. Signsalarybillsandotherroutineofficeexpenditurebills.

x. SigntheworksvouchersscrutinizedandfoundcorrectbytheAccountant.

xi. Undertakefield/officeinspectionsspecificallyauthorisedbytheHeadoftheOffice.

xii. AssisttheHeadoftheOfficeinformulationofplans,schemesandprogrammesandwritespecialreportsrequiredbyHeadoftheOffice.

xiii. Keepessentialdataandinformationrelatedtotheofficeworkreadyatalltimesandprovidethesameondemand.

xiv. DisposeofurgentmattersrequiredbyhigherofficersiftheHeadoftheOfficeisawayandgetthemratifiedlater.

xv. Preparerepliestoauditparasandinspectionobservationsiftheyaretechnicalinnature.

xvi. Sanctioncasualleavetoexecutivesubordinates.

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xvii. Forwardthegrievances/representations/requestetc.,submittedbythesubordinatestohigherauthorities.

xviii. Receivevisitors/generalpublicandattendtotheirinformationneedsandgrievances.

xix. PreparebackgroundpapersanddataforthemeetingstobeconductedorattendedbyHeadoftheOffice.

xx. LiaisewithotherdepartmentsandrepresenttheHeadoftheOfficeinthelocalmeetings.Afterthemeetings,he/sheshouldsubmitabriefwriteupofthedeliberations.

xxi. Accordtechnicalapproval forforestryworksundertakenupbyotherdepartmentsconsistentwiththedepartmental rulesandguidelineswithin thefinancialpowersdelegatedtohis/herlevelbythestategovernment.

However,theTA/DCOisnotentitledtoexerciseanypowersvestedintheHeadoftheOfficebyanylaw,rule,governmentorderornotification.TheyhavetobeexaminedanddecidedbytheHeadoftheOfficeonly.ThejobofTA/DCOistomaintaingoodworkingrelationshipwiththeHeadoftheOfficeatalltimesandassisthim/herinallpossibleandacceptableways.

C. Duties of special officers: Some offices may have special officers drawn from otherdepartments to look after specialised subjects like legal matters, public relations,extension activities, surveys, settlement, statistics, accounts, tourism, veterinaryassistanceandsoon.TheywilldischargethespecificresponsibilitiesassignedtothemandreporttotheControllingOfficerdirectlyorthroughtheTA/DCOasthecasemaybe.

D. Duties and responsibilities of Estate Officer:EstateofficerisaRangeForestOfficerchargedwiththeresponsibilityofmaintainingtheofficepremisesandresidentialcoloniesofthedepartment.ItmaybeanexclusiveanddedicatedpostinsomeDistricts.InotherplacestheTerritorialRFOworkinginthesameheadquarterswillconcurrentlyactastheEstateOfficer.Whilecarryingoutpettyrepairsinsidetheirofficesremaintheresponsibilityofrespectiveofficers,EstateOfficerisresponsiblefortheoverallmaintenanceoftheofficebuildingsandalsothecommonfacilitieslikeroads,streetlighting,watersupplyetc.,inthecampus.WherethereisanexclusiveEstateOfficer,theSecurityStaff,CleaningStaff,LiftAttendersetc.,shallbeplacedunderhis/heradministrativecontrol.FollowingarethedutiesandresponsibilitiesoftheEstateOfficer:

i. Overseeingtheworkofsupportstaffplacedunderhis/hercontrol.

ii. Ensurethatbasicserviceslikepowerincludingbackupincaseoftripping, lighting,water, elevators, drinking water, clean toilets, ventilation, intercom, biometricattendancesystem,canteen,commonarealightingetc.,areavailableandfunctional.

Notes:

99

iii. Maintaincommonfacilitieslikeconference/meetinghallsandtheirappurtenantsinworkingcondition.

iv. Makearrangementsforvisitormanagement,vehicleparkingetc.

v. Paytaxesandtariffsconnectedwiththeproperty.

vi. Undertakeregularmaintenanceoperationsofallthebuildingsasperschedule.

vii. Undertakepettymaintenancebuilding,roads,compoundwalls,garages,storeroometc.,tokeeptheminusablecondition.

viii. Makearrangementsforobservingnationalfestivalsandotheroccasions.

ix. Ensurethatlifeonthepremisesispeacefulandfreefromtensions.

x. Clearthejunkandkeeptheofficefreefrompests.

E. Duties and responsibilities of the Office Manager/Ministerial Head: He/she is thehighestgradeministerial functionaryworking in theDivisionalofficesandabove.He/shemaybeheading aWing/Branch/Centre/Cell or unit in theHeadoffice.He/she isgenerallyaGroupBOfficerintherankofGazettedManagerinDivisional/ZonalOffices,AssistantAdministrativeOfficerinZonalOffices;AdministrativeOfficersinCircleOffice,AdministrativeOfficersorChiefAdministrativeOfficersinHeadOffice.SmallDivisionalOfficesmayhaveSectionOfficers (OfficeSuperintendents) asOfficeManagers.OfficeManager isresponsibleforrunningtheinternalaffairsoftheofficeefficiently.His/herdutiesandresponsibilitiesareto:

i. Ensure good work environment in and around the office

a. Ensurethatsupportstaffscleantheofficepremisesanditssurroundingseverydayintimeandkeeptheofficereadyforuse.

b. Ensure that security to the office premises, equipment, records, stores andothervaluablesisadequateandeffectiveatalltimes.

c. Createproperseatingfacilitiesforstaff,officersandvisitors.

d. Ensurethatofficehasproperlightingandventilations.

e. Indentstationery,furnitureandequipmentrequiredfortheoffice,and

f. Holdtheofficekeysduringdayandnight.

ii. Allocate work to subordinates

a. Assess the capacity of subordinates in the office and get the office workallocatedbyHeadoftheOfficeequitablyamongalltheavailableofficestaff.

Notes:

100

b. RecordtheallocationofworkthroughanOfficeOrder,updateitfromtimetotimeandmaintainitinthepersonalcustody.

c. Helpandensure thatevery staffmemberpreparesa comprehensiveAnnualActionPlanandimplementsitwithoutanyhitch,and

d. Suggest alternate arrangements toHeadof theOffice in caseof long leave,training,suspensionetc.,ofanysubordinatestaff.

iii. Guide the subordinates

a. Beacquaintedwiththemorale,conductanddisciplineoftheofficestaff.

b. Train,adviseandhelpthesubordinatestaffandensurethattheyconducttheofficebusinessefficientlyinaccordancewiththeActs,RulesandRegulations.

c. Maintain andupdate the StandingGuardFilesonall the subjects, keeponecopyinpersonalcustodyandprovidecopiestoTA/DCOandHeadoftheOffice.

d. EnsurethatsubordinatesalsomaintainandupdatetheirstandingGuardFiles.

e. Ensure that official business is conducted in accordancewith the rules andregulationsprescribed,and

f. Ensurethatsubordinateskeepthefiles,recordsandregistersup-to-date.

iv. Maintain office discipline

a. Maintain the listof residentialaddressesandcontactphonenumbersof theofficestaff,departmentalofficersandotherimportantlocalofficers.

b. MonitorthestaffattendanceandreporttotheTA/DCO/HeadoftheOfficeby10.15AMdaily.Takeactionagainsthabituallatecomers.

c. Ensurethatsupportstaffswearproperuniformswhileondutyanddischargeassignedworkssatisfactorily.Cuthalfdaysalaryiftheyarenotinuniforms.

d. Regulatethemovementofofficestaffandvisitorsduringworkinghoursandensurepeaceandtranquillityintheoffice.

e. Ensureeconomyinthepurchaseanduseofstationery,equipmentandotherconsumableslikepostalcovers,stampsetc.

f. InitiatetheAnnualPerformanceReportsofGroupCofficialsintheoffice.

g. Preventdisclosureofofficialinformationtounauthorisedpersons.

h. Preventsexualharassmentandotheroppressivepracticesinoffice,and

i. Initiateactionifanyoneisfoundindrunken/inebriatedcondition,indulgesinsexualharassment,mischieformisconductwhileatwork.

Notes:

101

v. Attend to tappal

a. Ensurethattappalreachesofficeby11AMdailyandseethatthefulltappalreachestheHeadoftheOfficebefore12noon.

b. Keepawatchonthesmoothflowofinward/outwardtappal.

c. Go through thedaily tappalquickly,makenotesandobservations,mark thenameoftheDealingHandandsubmittoTA/DCO/HeadoftheOffice.

d. Markthesecuritygradingandurgencygradingonin/outtappal,and

e. Conductweeklycheckofstampsaccount.

vi. Attend to filesa. Checkiffilesandnotesheetscomplywiththerelevantrules.

b. Correctthedraftsandnotesmadebythesubordinatesonthefiles.

c. BriefTA/DCO/HeadoftheOfficeoncomplicatedmatters.

d. Referencingthenotesheetspersonally.

e. Ensurethatissueshavealltheattachmentsinplace.

f. Tappal(bothincomingandoutgoing)areprioritymarked.

g. Ensurethatfiles/casesarenotheldupatanylevelintheoffice.and

vii. Monitor important office mattersa. Diariseallimportantmattersandmonitortheirdisposalclosely.

b. TakeuptableinspectionofDealingHandsandDeskOfficers.

c. Personallyattendtointricatecases.

d. Getthescheduleofreturns/reportsontimefromsubordinateoffices.

e. Ensuretimelysubmissionoffixeddateandotherimportantcases,and

f. See that the concerned dealing hands collect, compile and keep updated,statisticaldata/informationrelatingtotheirsubjects.

viii. Attend to audit and inspection works and court casesa. MaintainanAudit/InspectionMinutesBookpersonally.Getthedetailsofparas

droppedoraddedattheendofeachaudit/inspection.

b. FurnishrepliestoauditqueriesinconsultationwithTA/DCO/HeadoftheOfficeatthetimeofauditing.

c. PreparedetaileddraftrepliesontheAudit/InspectionparasinconsultationwiththeTA/DCOandsubmittoHeadofOfficeontimeaftertheauditreportisrecieved.

Notes:

102

d. Followupwiththeconcernedofficesontherepliestoaudit/inspectionparas,provideadditionalinformationifanyisneededandensurethattheyaredropped.

e. Organiseaudit/inspectionofsubordinateoffices includingquasi-autonomousbodieslikeVFCs/EDCs/Boards/Societies,and

f. MonitorHighCourtandSupremeCourtcasespersonally.

ix. Attend to record room works

a. Ensurethatclosedfilesareproperlyrecordedandsenttorecordroom.

b. Approvetherecordingoffilesandtheirclassification.

c. Approveissueofoldrecords.

d. Approvetheweedingoftime-barredfiles,and

e. Overseethedestructionoftime-barredfiles.

x. Deliver public services efficiently

a. Ensurethatfilesconnectedwithpublicarenotdelayed.

b. DisposeSAKALAapplicationsintime.

c. ReceiveRTIandotherapplications,acknowledgethem,discusstheissueswithTA/DCO/HeadofOfficeanddisposethemappropriately,and

d. Conveytheinformationpromptlytotheapplicants.

xi. Watch and eliminate delays

a. Reviewmonthlystatementofpendingcasesandtakeactionforquickdisposalofpendingcases.Nofilesshouldbeundulydelayed.

b. Takeupsurprisetableinspections/deskreviewsintheoffice.

c. Signandissuefirstandsecondreminderstosubordinateoffices.

d. MaintainingtheCallBookandthefilesdepositedforrecall.

e. TakestepsforexpeditiousdisposalofworkintheofficefromtimetotimeandimplementthemwiththeapprovalofTA/DCO/HeadoftheOffice,and

f. Exercisethepowersdelegatedtohim/herforspeedydisposal.

xii. Other duties

a. IntimateassumptionofchargebyTA/DCO/HeadofOfficetoallconcerned;

b. SignandissueformalmeetingnoticestosubordinateofficesafterthedatesandagendaareapprovedbyHeadofOffice.

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103

c. HandleimportanttelephonecallsintheabsenceofTA/DCO/HeadofOffice.

d. Signandissuetruecopiesofofficedocuments.

e. DischargethedutiesofTAalsoifthereisnoTA/DCOpost.

f. Handletheconfidentialandsecretpapers/filesentrustedtohim/her,and

g. CompileandsubmittheAnnualReportandAnnualAdministrationReport.

Overall,theOfficeManagerisinchargeofholisticallysupervisingthecleanlinessoftheofficepremises,overseeingtheactivitiesoftheofficestaff,ensuringeffectivedisposalofmattersandkeepingtheControllingOfficerupdated.OfficeManager’sroleincheckingdelays and ensuring efficiency is crucial. He/she is jointly responsible alongwith theDealingHandforanydelaysandinefficiencyintheofficework.His/herworkissubjecttocontrol,guidanceandsuperintendencebytheTAandHeadoftheOffice.

F. Duties and responsibilities of the Section Officer: Eachoffice fromDivisionalOfficesand above are organised into sections for convenient handling and disposal of officework.EachsectionisheadedbyanofficerwhoisloweringradeandreportstotheOfficeManager.GenerallySuperintendentsmayfunctionasSectionOfficersinDivisionalandZonaloffices.GazettedManagersmayactasSectionOfficersinCircleOffices.InHeadOfficeGazettedmanagers,and /AssistantAdministrativeOfficersareexpected toactasSectionOfficers.DutiesandresponsibilitiesofSectionOfficersaresomewhatsimilartotheOfficeManagerdescribedabovebutlimitedtothesectionhe/sheissupervising.Sincethescaleofoperationsislimited,he/shecandosomeoriginalworkparticularlyoncomplicatedones.He/sheshouldbemoreefficientindisposalandmorethoroughwithfactsandfigures.FollowingarethedutiesandresponsibilitiesofSectionOfficers:

i. General duties

a. Distributionofworkamongthestaffasevenlyaspossible.

b. Training,helpingandadvisingthestaff.

c. Managementandcoordinationofthework.

d. Maintenanceoforderanddisciplineinthesection,and

e. Maintenanceofalistofresidentialaddressesandcontactphonenumbersofthestaff.

ii. Responsibilities relating to tappal

a. Gothroughthereceipts.

b. Submitreceiptswhichshouldbeseenbyhigherupsatthetappalstage.

c. Keepawatchonanyhold-upinthemovementoftappal,and

Notes:

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d. Scrutinizethesectiondiaryonceaweektoensurethatitisbeingproperlymaintained.

iii. Responsibilities relating to issue of draft

a. See thatall correctionshavebeenmade in thedraftbefore it ismarked forissue;

b. Indicatewhetheracleancopyofthedraftisnecessary;

c. Indicatethenumberofsparecopiesrequired;

d. Checkwhetherallenclosuresareattached;

e. Indicateprioritymarking.

f. Indicatemodeofdespatch;

g. Seethatthetelephonenumber,faxnumberande-mailaddressofthesigningauthorityhavebeenindicatedbelowthesignature.

iv. Responsibility of efficient and expeditious disposal of work and checks on delay

a. Keepnoteofimportantreceiptswithaviewtowatchingtheprogressofaction.

b. Ensuretimelysubmissionofperiodicalreturnsandstatements.

c. Undertakeinspectionofdealinghands’tabletoensurethatnopaperorfilehasbeenoverlooked.

d. Ensurethatcasesarenotheldupatanystage,and

e. Gothroughthelistofperiodicalreturnseveryweekandtakesuitableactiononitemsrequiringattentionduringnextweek.

v. Independent disposal of cases

a. Issuingacknowledgements,remindersandotherroutinecommunications.

b. Obtainingorsupplyingfactual/statisticalinformationofanon-classifiednature,and

c. AnyotheractionwhichaSectionOfficerisauthorizedtotakeindependently.

vi. Duties in respect of recording and indexing:

a. Approvetherecordingoffilesandtheirclassification.

b. Reviewtherecordedfilesbeforeweeding.

c. Orderandsuperviseperiodicweedingofunwantedsparecopies.

d. Ensuring propermaintenance of registers required to bemaintained inthesection.

Notes:

105

e. Ensuringpropermaintenanceofreferencebooks,foldersofoffice-ordersetc.andkeepthemup-to-date.

f. EnsuringneatnessandtidinessintheSection.

g. Dealingwithimportantandcomplicatedcasespersonally,and

h. EnsuringstrictcompliancewithDepartmentalSecurityInstructions.

G. Duties and responsibilities of Desk Officers:DutiesofDeskOfficersareacombinationof Dealing Hand and the Section Officer. In the Desk Officer System, thework of adepartmentatthelowestlevelisorganizedintodistinctfunctionaldeskseachmannedbyaseniorDeskFunctionaryofappropriaterank.TherankcouldbefromSuperintendentto Assistant AdministrativeOfficer. Sometimes technical personnel like RFOs can alsodischarge the duties of desk officer. Desk Officer System is intended to reduce thenumberoflevelsatwhichpapersarebeingdealt,speeduptheprocessofofficeworkandoptimizingthequalityaswellasthequantityofworkperformedbyhim.Deskofficerwillhimself/herselfinitiateactiononasmanyreceiptsaspossible,keepinginviewthepriorityrequirements.DeskOfficer’sroleencompassesthefollowing:

i. Receivingtappalanddocketingthemtotherelevantfile.

ii. Seekingandgettinganyadditionalinformationfromthesubordinateoffices.

iii. Examiningthereceiptsthoroughly.

iv. Maintainingtherequiredguardfilesforreferencing.

v. ConsultingtherelevantActs,Rules,Regulationsetc.,andpreparingthefilenoting.

vi. Consultthehigherupindependentlyinrespectofnon-routinemattersandreceiveinstructionsondisposal.

vii. Self-typingofnotes,informationontothestandardprocesssheets,letters,etc.

viii. Referencingthenotingsandfiles.

ix. Draftingsuitablerepliesandissuinginsimplesituations.

x. Signingandissuingthedraftasperthedelegationofpowers.

xi. Gettingthedraftinothercasesapprovedbythehigherauthorities.

xii. Signingthecommunicationsinhis/herowncapacitybyappendingthewords“Iamdirectedtoconvey......”,andissuingthem.

xiii. Filingofofficecopiesoftheissuesandfilemanagement.

xiv. Maintainingcallbook.

Notes:

106

xv. Maintainacopyofthestatementofperiodicalreturnsandreportsandsubmitthemaccordingly.

xvi. Pursuingpendingmatterswithsubordinateofficesindependently.

xvii. Participateinofficeinspectionworks.

xviii. Carryconfidentialandsecretfilesandassisttheofficersduringmeetings,and

xix. Maintainanindependentarchiveofdatarelevanttothefunctionsofthedesk,and

xx. Sendtheclosedrecordstorecordroom.

H. Duties and responsibilities of Dealing Hands: Generally SDAs and FDAs rarely andSectionOfficersworkasDealingHands.FollowingcriteriamustbeusedfordeterminingthegradeofDealingHand:

1. SecondDivisionAssistantsforverybasic,routineandrepetitivejobswhichdonotrequired any background referencing or critical thinking. Not much intellectualinputisrequiredforprocessingthepapersorfileseachtime.E.g.Handlingoftappal,maintenanceof record room,preparing salarybills, scrutinising and consolidatingregular statements/returns, routinefilesprocessedbasedon standard check lists,handlingbooks&mapsetc.

2. FDAs shall be deployed in posts where rules have to be applied without muchinterpretation or in posts where some degree of arithmetic, handling of cash orstores/stocksisinvolved.Familiaritywithrelevantrulesandregulationsisnecessary.E.g.Budget,accounts,sales,stores,forestoffencecases,vehiclesetc.

3. SectionOfficersshallbepostedasDealingHandsifthesubjectsareinterlinkedwithothersubjectsandinterpretationofrulesandregulationsareinvolvedinprocessingthe papers/files. E.g. Establishment matters, departmental enquiries, recruitment,forestcontracts/leases,courtcases,Audit/inspections,JFM,forestrights,landmattersetc.

4. IfthenatureofworkassignedtoanyDealingHandissubstantivelytechnical(beingconnectedwith forestry fieldworks, use of space technology, ICT, forest surveys,planning, research, evaluation, training etc), SDAs may be substituted by ForestGuardsandFDAsandSectionOfficersmaybesubstitutedbyDRFOs.

5. InrespectofRangeandSub-DivisionalOffices,ministerialstaffmaybesubstitutedwithexecutivestaff.Theywilldischargetheworkinthesamemannerastheministerialstaff.GuidancerequiredshallbeprovidedbytheministerialstaffintheDivisionalOffices.

ActualworkofeachDealingHanddependsuponthesubjectsassignedtothedesk.There

Notes:

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maybeavarietyofDealingHandsindifferentofficesdependinguponthenatureofofficialtransactions. Some functions like establishment, budget, accounts, stores etc., may becommontoalloffices.Buttheirjobcontentmaynotbecommon.Becauseofsuchdivergence,itisnotpossibletolistvarioustypesofdesksindifferentofficesinthestatecomprehensivelyanddescribetheirdutiesandresponsibilities. ThenumberofdesksineachofficeandtheactualworkallocationtoeachoneofthemshouldbedonethroughanOfficeOrderbytherespectiveHeadsofOffices. Whenthesubjectsareallocated,recordsasspecifiedfor thesubjectmatterintheForestActs,Rules,Manuals,Codes,HandbooksandothergovernmentstatuesshouldbemaintainedbytherespectiveDealingHands.TheymustbefamiliarwithMSWord,Excel,Nudiandothersoftwarewhicharecommonlyusedintheoffices.TheymustcarryoutalltheofficeworkonthecomputerandmakeuseoftheICTforspeedydisposal.Theywillnotbegiventheassistanceofatypistordataentryoperatorforroutinework.StatedbelowarethecommondutiesandresponsibilitiesofanyDealingHand:

i. Common Registers to be maintained:

a. ReceiptsRegister,

b. ReminderDiary,

c. Registeroffiles,

d. Registeroffilesdepositedintherecordroom,and

e. RegisterofPeriodicalsandReturns

ii. Common files to be maintained:

a. StandingGuardFilerelevanttothesubjectsallocated,

b. Annualprogramofofficeworks,

c. Casefilesforeachcase,

d. Groupfilesforeachcategory,

e. Monthlylistofpendingcases,

f. Weeklylistoftappalsreceivedanddisposedand

g. Stationaryreceivedandconsumed.

iii. Common works to be attended:

a. Receivingtappalande-mailsandattendingtothem.

b. MovingthelettersandfilesonLMS/FMS.

c. Puttingupanofficenoteandsimpledraftreplies.

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108

d. Drafting,typing,comparing,photocopying,scanning,e-mailing,deliveringoutwardcommunicationstodespatch,docketingetc.,withoutanyassistance.

e. Maintainingsoftcopiesoffilesandfoldersonthedesktopcomputer.

f. Scanningthefolderandfilesanddeletingtimebarredfilesonceamonth.

g. Keepingabackupcopyofworkdoneonallimportantcasesandupdatingthebackupalsoonceamonth.

h. Keepingfiles,registersandpapersintidycondition

i. AssistingtheSupervisorinwhatevermannerhe/shemaydesire.

j. Promptlydisposingthemattersinaccordancewiththetimelimitsandurgencygrading.

k. Keepingupdatedstatisticsrelatedtothedesk.DealingHandsmustmaintainarecordoftheworktheyhaveturnedoutdailyintermsofthenumberofincomingreceipts,listofimportantfilesputuptohigherofficersforprocessing,number of issues, number of compilations done,meetings if any attended, other officesvisitedandsoon.TheICTCentremaydevelopapplicationsoftwaretoupdatesuchdetailswhich can account how thetimeof theDealingHandhas been spent. At the end of themonth,aprintoutoftheworkturnedoutmustbesubmittedtothecontrollingofficerthroughthesupervisor.Tillthisapplicationisreadyforuse,detailscanberecordedinanordinarynotebookandreportsumitted.

I. Duties and responsibilities of personal staff Personalstaffaidandassistofficersintheirdaytodaywork.Theyhavetodoavariety

ofofficialandpersonalchorestoenabletheofficerstofindsufficienttimetoattendtoimportantofficialbusiness.Personalstaffmustgaintheconfidenceoftheofficer.Theyshouldnotdivulgeanyofficialorpersonal information toanyone.Theymustpossesssufficient skills inhuman relationsandwork tomaintain cordial relationswithall theofficers,staffandvisitors.TheymustbeproficientinEnglishandKannadashorthandandtyping.Theirdutiesandresponsibilitiesinclude:

i. Puttinguppropernameboardsofofficersandgettingtheirvisitingcards/letterheadsandotherpersonalstationeryprinted.

ii. Procuringconsumableitemslikenapkins,towels,soaps,coffeecups/mugs,servingtrayandotheritemsforuseintheofficechambers.

iii. Takingdictations,transcribingthetextandprovidingcleancopies.

iv. Attendingtotelephonecalls.

v. Fixingappointmentsandmaintainingtheengagementsdiary.

Notes:

109

vi. Handlingvisitors.

vii. Placing the clippings from the daily newspapers before the officer and informinghim/herofelectronicmediainformationrelevanttotheofficialwork.

viii. Sending/receivingfax,SMS,wirelessorpersonalmessagesorpost.

ix. Scanningandemailingimportant/urgentcommunicationstotherecipients.

x. MaintainingReminderDiaryfortheofficerandupdatinghim/herfromtimetotime.

xi. Makingarrangementsfortour/travel/nighthaltsetc.

xii. Makingarrangementsformeetings,organisingstationery,lighting,refreshmentsetc.

xiii. Maintainingcontactlist,essentialdata,informationandreferencedocuments.

xiv. Keepingthereferencebooksanddocumentsready.

xv. Takingcareofpersonaltransactionsandcorrespondence.

xvi. Monitoringthemovementofimportantpapers,filesetc.

xvii. Controloverdriversandvehiclesattachedtotheofficer.

xviii. Gettingthesignatureoftheofficeronurgentcorrespondence.

xix. Preserveimportantdocumentsentrustedtohis/hercustody,and

xx. Generally assisting the officer in such amanner as he/shemay require includinghandlingofconfidentialmatters.

J. Duties and responsibilities of Receipts and Issues sections: FollowingarethedutiesandresponsibilitiesofReceiptsandDespatchstaff:

i. In Range and Sub-Divisional offices, both incoming and outgoing tappal will behandledbytheOfficeAssistantalongwithotherofficework.

ii. InDivisional,ZonalandCircleOffices,thereshallbeaReceiptsandDespatchDeskwhichwillattendtobothreceiptsanddespatchofmail.

iii. IntheHeadOffice,thereshallbeaReceiptsandDespatchSectionunderaSectionOfficer who with the support of a few assistants will handle both incoming andoutgoingmailonbehalfofalltheconstituentoffices.

iv. Localtappalshallbegotdeliveredthroughthedeliveryboysunderacknowledgement.

v. Theyshallmakearrangementsfordespatchinglatebuturgentcommunicationsbycourierservice.

vi. Asfaraspossible,tappalshouldbereceivedanddespatchedeverydayandnothingshouldbeleftwiththesection.

Notes:

110

vii. Theyshallprocureandkeepsufficientstockofserviceandgeneralpostagestamps.

viii. Staffresponsibleforreceiptsanddespatchshallgetsufficientnumberofenvelopespreparedandkeptreadyforusefrompartlyusedstationeryintheoffice.

ix. Theyshallkeepthestampsaccountup-to-date,reconcilethestampaccountweekly,andclosetheaccountmonthlyandreportthestatustoOfficeManager.

K. Duties and responsibilities of Record Room Staff

i. Receiverecordedfiles fromtheDealingHands/sectionsforpreservationand issueacknowledgement.

ii. Properlyarrangethefilesinthemobilerackcompactor.

iii. Issuerecordsondemand,getthembackintimeandrestorethemtotheirplace.

iv. Makearrangementsforproperup-keepandpreservationoftherecords,and

v. Weedoutanddestroytime-barredfilesaspertheguidelines.

L. Duties and responsibilities of Control Room Staff:

i. Keep basic information about the department, schemes, programs and commonissuesreadyathandallthetime.

ii. Keepthecontactinformationofofficers/staffconcerned.

iii. Receiveandrecordincomingmessages24x7.

iv. Enterthemessagesintheappropriateregisters.

v. Respondtotheinformant/callerwiththeavailableinformation.

vi. Communicate themessages received on priority basis to the officers concerned,whethertheyareinthefieldorinthelocaloffice.

vii. Informtheactiontakentotheinformantbasedonthefeedbackreceivedfromtheofficewithin24hours.

viii. Compileaweeklyandmonthlystatementofmessagesreceivedandsubmittooffice.

M. Duties and responsibilities of group D employees: Group D employees reflect thecultureoftheorganisation/department.Itisthereforeextremelyimportanttowatchandregulatetheirconduct.ThefollowingcodeofconductshallbeobservedbyallGroupsDemployees:

a. Alwaysweartheprescribeduniformswhileonduty.

b. Attendtoofficehalfanhourbeforetheprescribedopeninghourinthemorningand

Notes:

111

leaveonlyafterallthestaffandofficershaveleftandsecuritystaffhavetakenchargeoftheoffice.

c. Nodrinking,smoking,chewingofpaan,gutkaoranyothertobaccoproducts.

d. Behavepolitelyandrespectfullywithofficers,staffandgeneralpublic.

e. Don’tacceptanyfreebiefromanypublic.

f. Don’tengagewithvisitorsandgeneralpublicinconversations.

g. Don’tdivulgeanyinformationtounconnectedpersons.

h. Notallowaccesstoanyrecordsordocumentstounauthorisedpersons.

i. TakeduecareofGovernmentpropertyatalltimes.

j. Shouldnotabstainfromdutywithoutpriorpermission.

k. Workwiththeofficer/stafftowhomtheyareattached.

l. Shouldworkovertimewhenthebusinessofofficesorequires.

OfficeManagerwillassignthedutiesonrotation.Theyshallworkaccordingly.Nooneshouldbe allowed on the same duty for more than three years. Following are their duties andresponsibilities:

i. Gettheoffice/roomsopenedinthemorningbythewatchmanandcleanthepremisesinthepresenceofsecuritystaff.Officeanditssurroundingshouldbekepttidy,freefromdustandfitforuseduringworkinghours.

ii. Disposethewaste/garbagesafely.

iii. Cleananddustbooks,files,papers,stores,recordroometc.

iv. Keepthenapkins,towelandotherpersonalitemsoftheofficerclean.

v. Arrangebooks,files,stationary,equipmentetc.,asdirected

vi. Supplycleandrinkingwatertoofficersandstaff.

vii. Fetchtheofficer’sbagfromthevehicletochamberanddeliveritback.

viii. Attendtotheofficerswhencallingbellisgiven.

ix. Attendtotelephonecallsifnooneelseispickingthem.

x. Fetchandservesnacks/beverages/lunchetc,serveifneeded,cleanthecups/saucersandplacetheminthecupboards.

xi. Fetchandservelunch,cleanuptheplatesandplace.

xii. Carryofficefilesfromonedesktoanotherasordered.

Notes:

112

xiii. Distributetappal,filesandotherarticlestothestaffconcerned.

xiv. Dophotocopying.

xv. Fetchbooksfromlibraryandreturnthemafteruse.

xvi. Delivermessagesandlocaltappal.

xvii. Visittreasury,submitbillsandgetthecheques.

xviii. Carryanddeliverthetappaltotheofficerathomeortothecamp.

xix. ManufacturedespatchcoversandassisttheR&Isectionindespatch.

xx. Assistinrecordingofclosedfiles,deliveringthemtotherecordroomandbringbackwhennecessary.

xxi. Load,unload,carry,rearrangefurniture,stationery,computersetc.,asdirected.

xxii. Accompanytheofficers/staffontourifnecessary.

xxiii. Intheeveningleaveofficeonlyafteralltheelectricalgadgetshavebeenswitchedoffandtherooms/officearelockedbythesecuritystaff.

xxiv. Performsuchotherdutiesasmaybeinstructed.

Allthesedutiesarenotdonebyoneperson.ItisthecollectiveresponsibilityofalltheGroupDstaffworkingintheoffice.

N. Duties and responsibilities of security staff

i.Prevententryofunauthorizedpersononholidays,andbeforeandafterofficehours.

ii.Takeadequateprecautionstopreventfire,theftordamagetogovernmentproperty.

iii.Opentheofficepremisesby8AMinthemorningandoverseethecleaningofofficebysupportstaff.

iv.Intheevening locktheofficeafterall theofficersandstaffhave leftandallelectricalgadgetsareswitchedoff.

v.Duringtheworkinghoursdirectoutsidersandvisitorstothereception.

vi.Donottoallowunauthorisedmovementofgoodsinoroutoftheoffice.

vii. Checkandseethatononeotherthanofficers,R&Isectionandauthorisedmessengersare carrying any official record, stationery, store or stock-articles except on specificwrittendirectionsoftheOfficeManager.

viii. Ensure orderly parking of vehicles and ensure that they are not fiddled byunauthorisedpersons.

Notes:

113

ix. Reportifanyvaluableisdamagedorfoundlostanytime.

x.During the duty period, security staff shall be vigilant, be on the allotted duty spotthroughout,observeandenquireaboutanyunauthorisedpersonsfoundinandaroundtheoffice.Theyshallnotleavetheplaceunattendedwhiletakingcoffeebreakorgoingforlunch/dinner.Someoneelseshouldbeaskedtokeepawatchandreturnquicklytoduty.

xi.Don’tallowstafftoworkongeneralholidaysunlessspecificallypermittedbytheOfficeManager.Onsuchoccasions,theyshouldopentheroomwhichispermittedtobeusedandnotthewholeoffice.Itshouldbelockedimmediatelyafterthepersonleaves.

xii. TheyshallattendtoanyotherofficialdutiesentrustedbytheHeadoftheOffice.

O. Duties and responsibilities of Jamedar His/herdutiesaresimilartothatofGroupDemployees.Beingseniorperson,he/shewill

workonlywiththeofficertowhomtheyareattachedandnotmoveaway.His/herworkwillrevolvearoundtheofficer.He/shewillalsoaccompanytheofficerontours.

P. Duties and responsibilities of sweepers

i.Sweep,cleanandmoptherooms,corridors,verandasandofficesurroundingshalfanhourbeforethescheduledopeningtimeoftheoffice.

ii.Dusttheofficers’roomsdailyandotherplacesweeklyorasoftenasdirected.

iii. Collectanddisposethegarbagesafelyandburnifnecessaryundersupervision.

iv. Attendtoanyotherwork intheofficesuchasshiftingandarrangingof furnitureandotherarticleseitherintheoffice.

Q. Duties and responsibilities of Cleaners

i.Scavengersshouldwashandcleanallthelavatories,urinals,bathrooms,waterclosets,washbasinetc.,withphenyldailyandkeepthemfreefromodour.Cleaningshouldbecompletedhalfanhourbeforeofficestarts.

ii.Commontoiletsshouldbecleanedintheafternoononceagainifnecessary.

iii. Roomfreshenersshouldbehungintheofficerstoilets.Theyshouldbereplacedonceinamonth.

iv.Faucet,mirrors,taps,buckets,mugs,handles,floormatsetc.,shallbecleanedonceaweek.

v.TheyshallattendtoanyotherworkentrustedtothembytheOM/TA/Controllingofficer.

Notes:

114

R. Duties and responsibilities of Lift Attenders

i.TheyshouldattendtodutieshalfanhourearlyinthemorningandleaveaftereveryoneintheofficeexcepttheSecurityStaffhaveleft.

ii. Assoonastheycometoworkinthemorning,LiftAttendersshallcollectthekeysoftheirrespectiveliftsfromtheestate/securityofficerafternotingthetimeintheAttandanceRegistersandreturnthekeysinthesamewayintheevening.

iii. Liftsshouldbecleanedandkepttidyeverydaytwice.

iv.NormallyLiftshallnotbepermittedtobeusedbythepassengersforthefirst2floors.However,itwillbeallowedfordisabledpersonsandtheaged.

v.Liftattendersshallbehavecourteouslyandpolitelywithpassengers.

vi. Liftsshallbefittedwithemergencylandingdevisesforsafelandingatthenearestlowerfloorincaseofpowertrips.

vii. Liftsshallbeservicedregularlyaspertheannualmaintenancecontract.Ifthereisanyproblemwith themaintenance, it should be brought to the notice of estate officer.Maintenancedetailsshallbeenteredinapermanentregister.

viii. Theyshallattendtotheofficeearlyorleavelateiftheofficersareworking.

ix.Theyshallattendtodutyonholidaysifspecificallyinstructed.

Notes:

115

AppendixList of registers to be maintained in the offices

Sl no Name of the register Section Page

1 AttendanceRegister 10Ai

2 Inspection and AuditMinutesBook

43 I

3 CallBook 41K

4 Complaints and PetitionsRegister

15Ei

5 ConfidentialCasesRegister 40B

6 CasualLeaveRegister 10Avii

7 DeskDiary 27H

8 DespatchRegister 28iv

9 eMailsRegister 25v

10 FileMovementRegister 39A

11 Furniture and FixturesRegister

6

12 LibraryAccessionRegister 12F

13 LibraryIssueRegister 12G

14 LocalDeliveryRegister 28x

15 MovementRegister 10Aiv

16 ReceiptsRegister 27Bii

17 RecordsDestroyedRegister 48Gv

18 RecordsIssuedRegister 46Div

19 RecordsReceivedRegister 48Dii

20 FilesRegister 37vii

21 ReminderDiary 37xv

22 SecretCasesRegister 40B

23 VehicleLogBook 19Bi

24 Visitors’Register 14E

25 Wireless MessagesRegister

26

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Notes:

116

Notes:

117

Notes:

118

Notes: