1. All the documents generated or received by the Unit/Division should be kept neatly in the chronological order in proper files. 2. Each ...
1. All the documents generated or received by the Unit/Division should be kept neatly in the chronological order in proper files.
2. Each file will contain documents pertaining to a particular subject. The broad subjects may be decided by the respective Unit/Division.
3. Each file will have a distinctly unique number, which will be indicated in all the documents generated on the subject and kept in that file. Normally, if the number of documents filed becomes more than 100, another volume may be opened with the same number along with an indication of the number of the volume.
4. The file index system to be followed for allotment of number to the files shall be as follows:
(a) Each main subject or main head under each functional group is assigned consecutive, Arabic numerals beginning with"11" which also could go up to
"99".
(b) Similarly, the sub-subjects or sub-heads under each functional group is assigned consecutive, Arabic numerals beginning with"11" which also could go up to "99".
(c) The subject numerals and sub-subject numerals are separated by "0", thegroup of numerals to the left of "0" refer to the main subject while that to
the right of its sub-subject, topic, aspect or factor.
(d) Files opened under the same subject etc. are given serial numbers 1, 2, 3 and so on and separated from the group of numerals identifying the main subject and the sub-subject by a slant stroke,
(e) The year in which the file is opened is shown separately from the file number by a slant stroke.
(f) At the end of each file code, number is to be indicated by the dealing division or unit by a suitably chosen abbreviated group of letters separated from the year by a hyphen.
(g) Each subject and sub-subject thus having been identified by an alphanumeric code, a brief content of the subject is indicated in the rectangle on
the file cover marked "subject"
Illustrations:
(a) In a file numbered "11012/3/96-Admn", the first group of Arabic numerals "11" stands for the main subject heading "Establishment". The figure "0" is a separating sign. The second group of Arabic numerals "12" stands for the subordinate subject "Recruitment". The number "3" between slant strokes denotes that it is the 3rd file opened under this subordinate heading. The figure "96" indicates the year of opening the file and the abbreviating letters "Admn." stands for Administration Division
(b) In a file numbered "11020/5/2001 -DM II", the first group of Arabic numerals" 11" stands for the main subject heading "Procurement". The figure "0" is a separating sign. The second group of Arabic numerals "20" stands for the subordinate subject "EOT'. The number "5" between slant strokes denotes that it is the 5th file opened under this subordinate heading. The figure "2001" indicates the year of opening the file and the abbreviating letters "DM II' stands for Delhi-Mumbai II Division.
5. The documents will be filed in the following manner:
(a) Each file will consist of two parts, the correspondence received/issued on a particular subject and noting sheets.
(b) All the correspondence papers (letters, orders, instructions etc.
issued/received by the Unit/Division) will be arranged in the chronological order of date of issue/receipt in the respective folder. Separate folders will be maintained for each distinct file number.
(c) The notings pertaining to the decisions recorded will be kept on top of the correspondence folder, neatly tagged.
(d) All the noting sheets as well as the correspondence papers (each page) will be serially numbered in ink.
(e) The noting sheets will also have the file numbers typed on each sheet at top right corner (in small fonts).
(f) Both the noting sheets and the correspondence folder will always be kept tied together neatly by a binder/tag.
(g) So long as the file is current, the noting sheets will be kept on top of the folder and tied with the binder.
(h) Once the file (or its volume) is closed, the noting sheets will be kept inside the folder and tied neatly.
(i) The date of opening and closing the file will be indicated neatly on top of the file/volume
2. Each file will contain documents pertaining to a particular subject. The broad subjects may be decided by the respective Unit/Division.
3. Each file will have a distinctly unique number, which will be indicated in all the documents generated on the subject and kept in that file. Normally, if the number of documents filed becomes more than 100, another volume may be opened with the same number along with an indication of the number of the volume.
(a) Each main subject or main head under each functional group is assigned consecutive, Arabic numerals beginning with"11" which also could go up to
"99".
(b) Similarly, the sub-subjects or sub-heads under each functional group is assigned consecutive, Arabic numerals beginning with"11" which also could go up to "99".
(c) The subject numerals and sub-subject numerals are separated by "0", thegroup of numerals to the left of "0" refer to the main subject while that to
the right of its sub-subject, topic, aspect or factor.
(d) Files opened under the same subject etc. are given serial numbers 1, 2, 3 and so on and separated from the group of numerals identifying the main subject and the sub-subject by a slant stroke,
(e) The year in which the file is opened is shown separately from the file number by a slant stroke.
(f) At the end of each file code, number is to be indicated by the dealing division or unit by a suitably chosen abbreviated group of letters separated from the year by a hyphen.
(g) Each subject and sub-subject thus having been identified by an alphanumeric code, a brief content of the subject is indicated in the rectangle on
the file cover marked "subject"
Illustrations:
(b) In a file numbered "11020/5/2001 -DM II", the first group of Arabic numerals" 11" stands for the main subject heading "Procurement". The figure "0" is a separating sign. The second group of Arabic numerals "20" stands for the subordinate subject "EOT'. The number "5" between slant strokes denotes that it is the 5th file opened under this subordinate heading. The figure "2001" indicates the year of opening the file and the abbreviating letters "DM II' stands for Delhi-Mumbai II Division.
5. The documents will be filed in the following manner:
(a) Each file will consist of two parts, the correspondence received/issued on a particular subject and noting sheets.
issued/received by the Unit/Division) will be arranged in the chronological order of date of issue/receipt in the respective folder. Separate folders will be maintained for each distinct file number.
(c) The notings pertaining to the decisions recorded will be kept on top of the correspondence folder, neatly tagged.
(d) All the noting sheets as well as the correspondence papers (each page) will be serially numbered in ink.
(e) The noting sheets will also have the file numbers typed on each sheet at top right corner (in small fonts).
(f) Both the noting sheets and the correspondence folder will always be kept tied together neatly by a binder/tag.
(g) So long as the file is current, the noting sheets will be kept on top of the folder and tied with the binder.
(h) Once the file (or its volume) is closed, the noting sheets will be kept inside the folder and tied neatly.
(i) The date of opening and closing the file will be indicated neatly on top of the file/volume
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