6. Each Unit/Division will have a file register which will contain the record of all the files maintained in the Unit/Division. This regis...
6. Each Unit/Division will have a file register which will contain the record of all the files maintained in the Unit/Division.
This register will be maintained by the PA of the PD (in PIUs)/GM or DGM (in the Hqs) concerned. It will be the personal responsibility of all the officers of the respective Unit/Division to ensure that a file opened on any subject is first entered in the file register. It will also bear the signatures of the officers of the respective Unit/Division against the details of each file opened in the Unit/Division. This register will be inspected once in three months by the PD/GM concerned.
7. The documents like DPRs, survey records, register on various subjects etc. will also be included in the file register and assigned a distinctive number which may even be the serial number of the file register.
8 The PD/GM or DGM concerned will render a certificate to the Administration Division that the file register has been opened and is being maintained in accordance with these guidelines.
9. The folders along with binders will be made available to the Divisions in the Hqs., by the Admn. Division, The PIUs may obtain the samples from Admn. Division and procure the folders/binders from local market. Recording & Weeding Out
10. The old records which have outlived their utility and the prescribed period of retention may be weeded out by destruction. The periods for which the records are required to be maintained are prescribed in the various instructions issued by NHAI, MOSRT&H and Ministry of Personnel, Public Grievances and Pension. 11. A copy of the Record Retention Schedule for the substantive functions of the National Highways Authority of India which has been prepared on the basis of the Record Retention Schedule prescribed by the Ministry of Shipping, Road Transport & Highways is enclosed as Annexure I at the end of the Chapter. For the areas not covered in the schedule of the NHAI, a reference may be made to the Record Retention Schedule prescribed by the Ministry of Shipping, Road Transport & Highways in particular and to the Record Retention Schedule prescribed by the Ministry of Personnel, Public Grievances and Pensions (Department of Administrative Reforms and Public Grievances). 12. Some important points to be kept in mind are as below:
(a) While flagging the correspondence, the flags should not be stapled, as it is bound to cause damage to the paper. There should rarely be any need to put a flag because page number of the paper referred to in the section of correspondence, should generally be mentioned in the margin on the note sheet.
(b) While typing on the noting sheets, it should be ensured that adequate margin is left, particularly on the right hand side.
(c) While submitting the drafts for approval, the page number of the letters, which are being referred to in the draft, should be clearly indicated in the margin.
(d) While submitting the notes to the higher authorities, it may be ensured that adequate space is left at the bottom of the note sheet for the higher officer to record their remarks. Wherever necessary, the last sentence of the noting may be carried to the next page so that adequate space is available for recording the notes by the higher officers. The note should never be carried to the bottom of the note sheet as it gets frayed over a period of time and note becomes indecipherable. Moreover, it should be ensured that the final authority passing orders on the proposals on the file does not have to put his/her signatures on the margin or at the bottom of the note sheet, which gets frayed after sometime or on a blank page. Such possibilities should be anticipated and note should be carried on to the next page.
(e) It should always be ensured that courtesy note sheets are attached to the file i.e. there should always be at least one clear note sheet following the sheet on which last note is recorded.
(f) The drafts for approval should be kept below the note sheets, duly flagged. (g) Part cases should not normally be opened. Wherever it becomes absolutely necessary to open a part case, it should be merged with the main file as soon as possible. Part cases opened should also be recorded in the document register kept with the GM concerned. Space for Records in the HQs.
13. The space for records is being provided at Basement Level-2 in the Headquarters. A Record Keeper along with an Assistant will be positioned in the Basement. The records to be taken out of the Basement by the concerned division should be entered in the register kept with the Record Keeper in the Basement.
This register will be maintained by the PA of the PD (in PIUs)/GM or DGM (in the Hqs) concerned. It will be the personal responsibility of all the officers of the respective Unit/Division to ensure that a file opened on any subject is first entered in the file register. It will also bear the signatures of the officers of the respective Unit/Division against the details of each file opened in the Unit/Division. This register will be inspected once in three months by the PD/GM concerned.
7. The documents like DPRs, survey records, register on various subjects etc. will also be included in the file register and assigned a distinctive number which may even be the serial number of the file register.
9. The folders along with binders will be made available to the Divisions in the Hqs., by the Admn. Division, The PIUs may obtain the samples from Admn. Division and procure the folders/binders from local market. Recording & Weeding Out
10. The old records which have outlived their utility and the prescribed period of retention may be weeded out by destruction. The periods for which the records are required to be maintained are prescribed in the various instructions issued by NHAI, MOSRT&H and Ministry of Personnel, Public Grievances and Pension. 11. A copy of the Record Retention Schedule for the substantive functions of the National Highways Authority of India which has been prepared on the basis of the Record Retention Schedule prescribed by the Ministry of Shipping, Road Transport & Highways is enclosed as Annexure I at the end of the Chapter. For the areas not covered in the schedule of the NHAI, a reference may be made to the Record Retention Schedule prescribed by the Ministry of Shipping, Road Transport & Highways in particular and to the Record Retention Schedule prescribed by the Ministry of Personnel, Public Grievances and Pensions (Department of Administrative Reforms and Public Grievances). 12. Some important points to be kept in mind are as below:
(a) While flagging the correspondence, the flags should not be stapled, as it is bound to cause damage to the paper. There should rarely be any need to put a flag because page number of the paper referred to in the section of correspondence, should generally be mentioned in the margin on the note sheet.
(b) While typing on the noting sheets, it should be ensured that adequate margin is left, particularly on the right hand side.
(d) While submitting the notes to the higher authorities, it may be ensured that adequate space is left at the bottom of the note sheet for the higher officer to record their remarks. Wherever necessary, the last sentence of the noting may be carried to the next page so that adequate space is available for recording the notes by the higher officers. The note should never be carried to the bottom of the note sheet as it gets frayed over a period of time and note becomes indecipherable. Moreover, it should be ensured that the final authority passing orders on the proposals on the file does not have to put his/her signatures on the margin or at the bottom of the note sheet, which gets frayed after sometime or on a blank page. Such possibilities should be anticipated and note should be carried on to the next page.
(e) It should always be ensured that courtesy note sheets are attached to the file i.e. there should always be at least one clear note sheet following the sheet on which last note is recorded.
(f) The drafts for approval should be kept below the note sheets, duly flagged. (g) Part cases should not normally be opened. Wherever it becomes absolutely necessary to open a part case, it should be merged with the main file as soon as possible. Part cases opened should also be recorded in the document register kept with the GM concerned. Space for Records in the HQs.
13. The space for records is being provided at Basement Level-2 in the Headquarters. A Record Keeper along with an Assistant will be positioned in the Basement. The records to be taken out of the Basement by the concerned division should be entered in the register kept with the Record Keeper in the Basement.
COMMENTS