Transcript Slide 1
B. Venkateswara Rao, District Revenue Officer (Retd.) Consultant, AMR-APARD. “There is no subject more important than administration. The future of civilized Government and even, I think, of civilization itself rests upon our ability to develop a Science and Philosophy and practice of administration, competent to discharge the public functions of civilized society”. (“Role of Administration in Government “ by Charles A. Beard) Introduction Office Management is an essential feature to any department, irrespective of its size and nature as well as the area of operation. No human activity could be organized without systems, procedures and rules. “System” as doing the things methodically by following certain procedures laid down with a clearly defined roles and responsibilities for smooth and effective functioning of the office”. It is known that all the decisions and correspondence in the Government are being done through files and a particular office system is being followed in all Government Offices. “Tottenham” system of Office Procedure The system which was in existence in Andhra area, prior to introduction of Tottenham system, is called ”Maclean’s Disposal Number System”, Sir Richard Tottenham was a British I.C.S officer who worked as the District Collector of North Arcot district (1945-46) in preIndependent India which is in the State of Tamilnadu now. The district of Chittoor was a part of North Arcot district in those days. The office system developed by Sir Richard Tottenham is being called in his name as “Tottenham System of Office Procedure”. Considering it’s usefulness and the time tested utility, the Government, through Go.Ms.No.1825 G.A.D(O&M) Department dated 26-12-1959, introduced the Tottenham System of Office Procedure, which is being followed in Andhra Area, to all offices of the Heads of Departments. Contd.. Organisation of the Office General discipline Attendance Tappals and their distribution File Management * Current File * Note File Referencing and Flagging Linking of files Drafting A draft is a rough sketch of communication to be issued after approval by the Officer concerned. Draft can be any format of communication intended to send, may be a memorandum, letter, D.O. letter etc., This depends on the circumstances. The language to be used is simple and intelligible. Essentials of a Draft : – – – – – to Lucid, brief, complete Facts, direction, guidance Unit of idea Coherence of flow Should carry the exact messages sought be conveyed – Should result in the desired response from the receiver. – Should be divided into proper paragraphs duly numbered according to the logical sequence or order of ideas expressed in Avoid • Lengthy sentences. • Repetition of words. • Offending, discourteous language. • The words “Proximo”, “idem” and “ultimo” • The word “same” • The words ‘therein”, “thereof” • Foreign classical words. Titles: The title should contain important ingredients of the subject. Examples: A. Memorandum “Encroachment – Suryapet Mandal Nallar Village – S.No. 466 – Assignment – Ramappa (B) – Petittion dt. 21st June 192/- Tahsildar’s D.Dis. No. 1075/21 dt. 1st August 1921”. Proceedings “Transfer – Dry to wet – Bandar Mandal – Gudur Village, S.No. 322 – Krishnayya Naidu (D) Refused” Various types of Communications Memo Letter: D.O. Letter Proceedings Circulars U. O. Note: Endorsement : Office Order Maintenance of Registers • • • • • • • • • • Inward Register / Distribution Register Personal Register Periodical Register Reminder Dairy Arrear List Call Book. Security Register Register of Daily Stamp Account Record Issue Register Outward Register Personal Register The Personal Register is one of the important Registers to be maintained by each and every dealing Assistant without any exception. It contains 11 (eleven) columns It is maintained for the calendar year i.e, 1st January to 31st December. Old Personal Register i.e., of the previous year should, however, be continued upto 31st March of the current year. In other words, the correspondence in respect of files pending upto 31st December to be entered against them in the old Register upto 31st March. Cases of previous year remaining un-disposed on 1st April should be entered in the pages left over at the commencement of the Personal Register opened for the new year. For this purpose, sufficient blank pages are to be left in the Personal Register opened at the beginning of the year. Whenever the brought forward currents are entered in the Personal Register on 1st April, a certificate to the effect that all currents pending in the previous year’s Personal Register as on 31st March are brought forward to the current year’s Personal Register on the first page of the new Personal Register and attested by the Supervising Officer. Once the file is disposed / recorded, the current number in column 2 of the Personal Register should be rounded of in red ink and the nature of disposal to be recorded in column 11 of the Personal Register. A current that originates in the Office is to be treated just like any other new case. It will be entered in the Personal Register in column 4 of which the word “arising” will be entered after the title. Every paper received should be accounted for in the Personal Register by the clerk concerned. In the title, the subject main head should be underlined in red ink. Checking of Personal Registers • It is the duty of the Supervising / Controlling authority to check the Personal Registers at reasonable intervals and to take steps to ensure that no avoidable delays occur and that no paper is shelved. • Must also examine from time to time the actual files in the Assistant’s custody. • In a percentage of cases, the date appearing in column 3 of the Personal Register should be compared with the date stamp on the correspondence in the current file and the date entered in the Distribution Register / Inward Register. The Head of the Office should himself examine the Personal Registers at frequent intervals preferably according to a programme. Dealing Assistant should submit Personal Registers, Periodical Registers and Stock Files accompanied by a runon-Note file for check as per the programme to the Supervising Officers. The Checking Officer will note their remarks at every inspection in the runon-Note file. Remarks of the Checking Officers are to be replied within forty eight hours. The run-on-Note file will last for the Calendar year. Types of Disposals – R. Dis. – D. Dis. – L. Dis. – K. Dis. – N. Dis. – F. Dis. – X. L. Dis. – X. N. Dis. Model arrangement of Records after disposal • • • • • • • • Bundle of D.D is 1974 (All disposed in the year 1974) C. Nos. of 1970, 1971, 1972 & 1973 D. Dis. 200/73/Estt.I.Dt.10.5.74 D. Dis. 206/72/Lr. Dt.15.6.74 D. Dis. 210/71/Cs Dt.10.10.74 D. Dis. 210/70/Lr, Dt.20.11.74 D. Dis. 212/72/Estt.I.Dt.10.6.74 • The records to be arranged basing on the date of disposal but not the year. DISTRUCTION OF RECORDS • The registers mentioned below will be destroyed after the periods prescribed herein: • Distribution Register : after 5 years • Personal Register : “ 10 Years • Fair-copy Register : “ 3 Years • Dispatch by post and local delivery : “ 3 Years book • Stamp account : “ 3 Years • Periodical Register : “ 3 Years • Call book : “ 10 Years • Security Register : “ 10 Years • Record issue Register : “ 3 Years • Arrear list : “ 3 Years • Run-on-note file : “ 3 Years • 14. STOCK FILE: Modes of Delivery / Dispatch • • • • Telegram Fax Message e – Mail Telephonic Communication Precautions Against Fire • The precautions against fire to be observed in public offices are given in appendix – c of District Office Manual. • Required fire fighting equipment should be kept and they should be maintained in good condition. Office staff should be given practical drill. The Head of the Office should nominate an Officer in his Office for conducting the drill.